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HURLINGHAM GLENADRIENNE CRAIGHALL HERITAGE FOUNDATION (NPC)

(hereinafter referred to as the "Company")

Registration Number: 2000/014182/08

MINUTES OF THE ANNUAL GENERAL MEETING OF THE MEMBERS OF THE COMPANY HELD AT THE MARION ON NICOL HOTEL, HURLINGHAM AT 18H30 ON WEDNESDAY 14 MARCH 2018

1.Introduction & Welcome

1.1Stuart Lee introduced the HGC members and residents of the HGC to the HGC AGM

2.Chairperson’s Address

2.1Veronica Vurgarellis presented the Chairperson's address, a copy of which is attached as annexure "A"

3.Hurlingham Park adoption

3.1Carey Else presented a proposal for the adoption of Hurlingham Park. The motivation for the adoption is to allow the park to be a safe, clean and attractive green space to the advantage of all residents and users of the facility.

3.2The advantages of adoption from the City being:

(a)Better management of the park;

(b)The park plan is presented to the City at the time of adoption and subject to all development in the park being in accordance with the plan, no further approval required from the City to implement the plan;

(c)The adoption does not absolve the City from its maintenance obligations. Accordingly they must continue to maintain as they currently do;

3.3The process includes a public participation process. The plan was available for inspection by the residents at the AGM and they were requested to sign the register either reflecting their support or not of the plan. The plan will also be available on the HGC website for further comment.

4.Security Reloaded Report

4.1Simon Grosepresented the process and the outcome of the Security Reloaded Project.

4.2The factors considered when reassessing the security of the area were the following:

(a)10 years since last comprehensive security assessment

(b)Many changes to the South African socio-political landscape during this time;

(c)Change in the trends of criminal behaviour
(increased follow home and cat burglar style crimes)

(d)Closure of George Lea park and the increased number of homeless people living on the green belt (the Spruit)

(e)Increased measures to address crime, generally, in neighbouring suburbs (for example, Bordeaux, Hurlingham Manor, Parkmore, Parkmore South), may expose our suburb to be regarded as a soft target by criminals.

(f)Significant changes and improvements in technology (introduction of Fibre Optic communications throughout the area)

4.3The process followed entailed:

(a)Crime statistic analysis over past 17 years;

(b)Survey conducted- Asked you what you wanted

(c)Examined what has gone before- not to repeat past mistakes;

(d)Consulted with various providers of various products- to find out what the market has to offer;

(e)Issued comprehensive brief to 6 security companies in the area;

(f)Invited short listed providers to present to community

(g)Selected preferred provider and negotiated a proposed solution

4.4Key Outcomes of the process included:

(a)Camera infrastructure is being offered as a service by network service providers (VumaCaM)

(b)Feed can be purchase for less than cost of ownership

(c)Nothing significantly different was offered by security providers (nothing we don’t have)

(d)All providers rely on a combination of physical presence (patrolling), camera surveillance, intelligence, community communication and access control where practical

(e)Pricing was relatively similar across service providers

(f)New technology was proposed for future consideration

(g)Neighbourhood panic buttons

(h)Infra-red cameras

4.5Following a public participation process (town hall meeting held on 27 January 2018) at which the two short listed services providers, Fidelity ADT and CSS/ Beagle were invited to present, the Security Reloaded team decided to engage in contract discussions with CSS/ Beagle.

4.6The Beagle proposal contained the following key features:

(a)2 dedicated patrol vehicles;

(b)Patrolling of HGC area, areas adjacent to greenbelts and fences

(c)Options for substantially increased camera footprint with combination of monitored and recorded cameras

(d)Responsible to manage and monitor camera solution

(e)Discourage suspicious persons from entering suburb and communication with law enforcement agencies

(f)Weekly reports to committee

(g)Penalty provisions for non performance

(h)Optional solution for environment and infrastructure

4.7Accordingly the proposal was for HGC to engage with Beagle on the following basis:

(a)Sell HGC camera infrastructure to VumaCam with guaranteed future pricing for camera feed to our chosen monitoring provider

(b)VumaCam to add multiple NPR cameras

(c)Propose a 3 year SLA with Beagle Watch

(d)Beagle to take full responsibility for cameras and monitoring (“one throat to choke”)

(e)Manage Red Surveillance as monitoring provider

(f)Manage VumaCam as infrastructure provider

(g)Propose Option 2 with increased internal surveillance and recording

4.8The Beagle financial proposal was summarised as follows:

Current / Option 1 / Option 2 / Option 3
Perimeter cameras / 21 / 20 / 20 / 20
ANPR cameras / 3 / 5 / 5 / 5
Internal cameras / 3 / 5 / 25 / 25
Vehicles (1 man) / 1 / 2 / 2 / 2
Area manager /  /  /  / 
Environmental support / HGC / HGC / HGC / Beagle
HGC contribution / 900 / R 900 / R 950 / R 1 255
Armed Response / R450 - 800 / R 600 / R 645 / R 645
Total per resident / +-R 1 500 / R 1 500 / R 1 595 / R 1 900
After tax cost per resident / +-R 1 095 / R 1 095 / R 1 167 / R 1319

4.9It was proposed that the residents engage with Beagle on option 2 above.

4.10The implications for the HGC include:

(a)Immediate increase in security presence

(b)Improved management of total solution

(c)Full transparency of funding and costs

(d)Shared marketing responsibility for community security contribution

(e)HGC Commitment to apply up to 80% of donations received up to cost of total security solution

(f)We only pay what we receive up to the total cost

(g)We will need to collect donations more consistently and propose to increase the direct debts (Mandatory for Beagle clients)

5.AFS & Financial situation

5.1Chris Elfick presented the HGC audited financial report and highlighted key elements thereof including:

(a)Resolved historical debt with security providers (Camera Monitoring)

(b)Brought tax affairs up to date, resulting in a refund of R 134 000 in Income tax paid in 2013, 2014 and 2015

(c)Monthly statement to all known addresses in the community

(d)Section 18A certificates provided

(e)Apologies for the transposition error in 2017

(f)Audit of year end 28 Feb 2017 and 28 Feb 2018 completed

(g)It was proposed that the monthly subscription be increased from R900 per month to R950 per month and that all contributions are to be made by debit order to ensure a smooth flow of income to accommodate commitments to be made to Beagle.

6.Passing of Resolutions

6.1The following ordinary resolutions requiring approval of 50% plus one vote of Members voting on the resolution were passed:

(a)Approval of the financial statements

(b)Appointment of external auditors

(c)Approval of the conclusion of a new Service Level Agreement with Beagle Security

(d)Approval increase of monthly donation to R950 per month for “all-in” security solution

ANNEXURE A

SUMMARY OF ADDRESS OF CHAIRPERSON

The HGC is a company. It is a non-profit company. And unlike a normal for gain company that has as its objective the making of profits, the HGC has as its objective the protection of the interests of the HGC Community that is made up of residents, property owners and business owners within the HGC area.

And the currency that we rely on is not money (although of course that is necessary too!), but what really runs the HGC is passion. Passion, dedication, compassion and a healthy dose of innovation. Whilst consistency generates returns, repeating the same thing and hoping for a different outcome does not. So innovation is an imperative.

And this band of dedicated committee members have all of these attributes in droves! I am constantly amazed by their dedication, innovation and genuine passion for where we live. As you know the committee and street reps are all volunteers with busy lives and in most instances highly demanding jobs yet despite their constraints they make time to improve the environment that we share.

To facilitate our objectives we have established portfolios and identified responsible people to manage them.

The portfolios are as follows:

  • Security
  • Environment
  • Responsible Urban Development
  • Communication
  • Finance

I will briefly provide an overview of the activities in these portfolios over the past year and will invite the responsible committee members to provide a little more insight into each portfolio.

SECURITY

Security- headed up the past year by Simon Grose and this year will be headed up by Nelis Geyer. Many of you will know Simon as the man walking the suburbs early in the morning with his enormous German Shepherds or scooting through the streets on his Vespa. Nelis is our quietly consistent committee member who has been the efficient manager of various special projects over the years including fibre and the acquisition of new age cameras.

  • HGC continues to enjoy the lowest consistent crime statistics in the geographic territory covered by Randburg SAPS for more than a decade;
  • 14 recorded incidents between January 2017 and December 2017
  • Of those 14, 5 were contact crimes
  • No incidents recorded since November 2017
  • Security Reloaded Project

Simon will provide a more comprehensive report on the Security Reloaded project and the outcomes of that project.

ENVIRONMENT

This is the portfolio where Beauty and Safety meet.

This portfolio was managed this past year by Gerrit Fourie and Kerry Chunnet- and in 2018 is to be managed by Simon Grose.

Gerrit was the innovator behind the Project Flower initiative and Kerry with her deep seated calm has quietly and effectively managed Wilson and Gershom making up the HGC maintenance team.

Project Flower/ Urban Threat Management is an incredible initiative that Gerrit made possible. It involves the co-operations of the various residents associations living along our green belt as well as complexes and the Old Parks club to pool resources to make this private initiative a reality. This project employed Urban Threat Management (which is best described as being akin to the Red Ants) to assist in cleaning up the Spruit.

The project envisages 3 phases: removal of illegal structures; removal of new structures and ongoing maintenance. The project has shown early signs of success although it will require constant maintenance and supervision to ensure that it remains viable.

Another project with mixed, but generally positive success has been the Skeemsaam initiative

Many of you will not know but by the beginning of last year Hurlingham Park was the home to a vast homeless community living throughout the park. Many were displaced from George Lea park and others were forced to find new homes following the closure of the park adjacent to Rosehaven. Weekly raids by the City with JMPD, Home Affairs, Social Development and others had no effect. Within minutes of the authorities leaving the displaced persons would return- now angry and vengeful.

In an innovative and compassionate joint venture, Skeemsaam was introduced to Hurlingham Park. The immediate wins included:

  • Number of squatters reduced to less than 20 known and finger printed individuals limited to a small area of the park;
  • illegal dumping ceased
  • illegal signboard substantially/ almost totally ceased.

The initiative is not a lasting solution and is an interim solution pending a lasting solution to be provided by the City.

It works on the basis of the Carrot and stickapproach to co-operation and is an extension of the Skeemsaam project that is working effectively in Melrose. In exchange for a safe place to store items that have been recycled, 20 identified persons are responsible to ensure that there are no squatters in the park, no rubbish left lying around, no dumping allowed and no illegal trailer signs are to be parked in the park.

What they have collected is then purchased for the best available prices by recyclers right from the park.

As mentioned, not a perfect or lasting solution but one that we can implement while awaiting formal solutions from the City.

Your contributions provide employment. HGC employs 2 people 4 days a week

They attend to:

  • cutting the lawns along the green belt
  • Road signs
  • Fencing repainted
  • Park benches repainted
  • What does your street say? Please send your proposals for areas for Wilson and Gershom to attend to, to your street reps.

Borer beetle

There is a terrible infestation of borer beetle in our area. We have circulated information about this but in short please check your trees! If you see signs of borer beetle infestation please treat it. It is attacking our beautiful big and well established trees but can be treated if caught in time. We need to work together to curb the spread. And adopt your verge. Treat the trees on your pavements to!

RESPONSIBLE URBAN DEVELOPMENT

Responsible Urban Development- is looked after by Chris Colebank- he is the dedicated man who makes sure that you know about developments in our area that fall foul of the Precinct Plan, prepares draft objections, collates your objections and makes very sure that they are not only delivered but read and acknowledged by the City. He is the person behind our email address:

  • Precinct Plan informs what the community has agreed to
  • When development falls outside of that plan we inform the residents and assist with formulating objections
  • Sandton Gate- reduced height
  • Stirling high density development on hold
  • Massage Parlour- business rights
  • Subdivisions smaller than 800 squares re-adjusted

COMMUNICATIONS

Communications- facilitated by Janine Kirchmann who also co-ordinates the street reps, Jacqui Wilmot and Stuart Lee- aka the Mayor of Hurlingham- the man who is the longest serving member of the current iteration of the HGC committee and whose witty comments keep us all in giggles.

They are the faces behind and make sure that what you see and hear is communicated to the rest of the suburb.

  • Newsletters
  • WhatsApp Groups
  • Mail shots
  • Website
  • Sign boards
  • Communicate your proposals through your street reps or send mail to

FINANCE

Finance is operated by Chris Elfick and Sonja Carshagen. Both are scarily efficient, seem to even have SARS on their toes and through their efficiency have taken many projects from pipe dreams to reality.

  • First year with PBO status
  • SARS refunds
  • Increased consistency of contributions
  • Historical liabilities clarified
  • Generally operating smoothly and effectively

PROJECTS FOR 2018

We have identified 3 special projects for 2018:

Adopt a park- Carey Else, who has been working tirelessly with residents, the Skeemsaam initiative, the City and designers will present our proposals to you for the park;

Security- Simon will tell you about the process we have followed to secure a new look public space security service level agreement.

Speedbumps- a number of residents have called for the need for speed bumps. We have engaged with the city and will be putting a proposal to the city to assist us. This, although not a time intensive project is one that requires constant vigilance, nagging and persistence to see it come to fruition.

JNBLIB01/VURGAREV/4521726.1Hogan Lovells