SPECIAL GENERAL MEETING

Notice 2016 No 8

MINUTE OF THE SPECIAL GENERAL MEETING OF THE SUMMERWOOD AT PINEHURST HOME OWNERS’ ASSOCIATION

HELD ON TUESDAY, 26^TH APRIL 2016 AT 19:00

1. OPENING AND WELCOME

The Chairman, Mr Marinus van Waardhuizen, in his welcome to the Members, thanks them for attending the important meeting which was called at the request of three Members who were co-signatories to a letter dated 31 March 2016. The letter, addressed to the Chairman, the Management Committee members and the Village Manager, in essence concerns the current security position of the Summerwood village and in particular the recently reported security breaches experienced in the village.

2. CONSTITUTION

The Chairman announces that in terms of the requirements of the Constitution there is clearly a quorum present and the meeting is therefore legally constituted.

Apologies were received from the following Members:

• Mrs Denise Young
• Mrs Pauline Fenwick
• Mrs Annemarie Deas-Kinnear
• Mr Marius and Mrs Nanette Smal
• Prof Monty and Mrs Cecilia Monteith
• Mr Shawn and Mrs Michelle Hunte
• Mr Cobus and Mrs Iris Bester
• Ms Ashlene Ivan
• Mr Leon and Mrs Leonie van der Vyver
• Mrs Rita RossouwMs Vanessa Revett
• Mr Cobus van Rooyen
• Mr Cobus and Mrs Rachel de Lange
• Ms Carine Brown
• Mr Simon and Mrs Maritza Jenkins
• Mr Richard and Mrs Christina Spahn
• Mr André Nel
• Mr Henk and Mrs Ann van Helden
• Ms Clare Chappel
• Mr John and Mrs Mel Cross
• Mr Cobus Burger
• Mr David and Mrs Leona Cross
• Mr Eric and Mrs Christine Devine

The following Members had given their proxy for persons to attend and act on their behalf:

• Mrs Mary Stassen
• Mr Graham Davies
• Mr Jason Ricketts
• Mrs Charlene Roux
• Ms Joanne Bubb
• Mr Andries and Mrs Ria Klomp
• Mr Garry and Mrs Catherine Wilford
• Mr Schalk and Mrs Erma Burger
• Ms Elise Vercuiel

The protocols in respect of the procedures of the meeting are agreed upon.

3. FINALISATION OF AGENDA

Mr Riordyn Bubb requests that in respect of agenda item 7, the word ‘timeous’ be included in terms of the transparent communications from the Management Committee.

The Chairman advises that a Constable Riley from the SAPS was invited to address the meeting on perspectives of crime in the area. For an unknown reason he had not arrived. Constable Riley was instrumental in the apprehension of a suspect connected with one of the earlier Summerwood incidents.

4. ADDRESS BY MR CRAIG VAN DER MERWE, M.D. OF SUPPLIER/INSTALLER OF MOTION DETECTION EQUIPMENT

The Chairman welcomes Mr van der Merwe, representing Iron Curtain Security, who were appointed on 22 March 2016 to install the laser beam/motion detection equipment on the Summerwood side of the boundary with the Country Places Estate. The Committee was desirous of the Members hearing the operational details of the motion detection system and the reason for its choice above that of surveillance cameras. He was grateful for the time which Mr van der Merwe was able to make available to the Association. He invites Mr van der Merwe to address the Members.

Mr van der Merwe points out that the Committee had initially intimated that preference had been given to the installation of surveillance cameras in order to address the security of the particular boundary being used as a means of access to the Summerwood village. In the process and after careful thought he advised the Trustees that it would be far more advantageous, in the case of intrusions via the boundary wall, to have a point-to-point early-warning system that would pin-point the problem area. Under normal circumstances this is the first stage of security which could be followed up with CCTV cameras. In the case of Summerwood the leading international brand of beams was utilised and had been successfully installed.
He continues by explaining the operational details of the motion detectors and also covers the monitoring of the system. The infrastructure of the system will permit surveillance cameras to be very easily accommodated at some point in the future.
In answer to Ms Elsabé Liebenberg’s question Mr Van der Merwe recollects that his company was approached on or about 15 March 2016 in respect of resolving issues related to security issues along the Summerwood/Country places boundary.

In answer to Mr Koos Delport’s question regarding the future of dual systems which are currently in operation, i.e. electric security fences in one instance and the new motion detection beams in another, the Village Manager, Marius Coetzee, points out that the first choice for the Summerwood/Country Places boundary was for an electric security fence to be installed and fixed to the wall belonging to Country Places. Due to the opposition from our neighbours to its installation, the choice fell upon the laser beams which would be a step forward in terms of technology. He is of the opinion that at some time in the future surveillance cameras should be introduced to be used in conjunction with the  motion detectors. This principle would then also apply to the perimeter boundaries which are currently secured with electric security fencing. It would thus be the ultimate long-term aim to have the boundaries covered mainly by CCTV surveillance with the added security of electric fencing in certain areas and motion detection beams in others.

There being no further questions, the Chairman thanks Mr van der Merwe for offering up his time to address the Members.

5. ALLEGED DELAY IN INITIATION OF PROCESS OF INSTALLATION OF LASER BEAMS (MOTION DETECTORS) ALONG SUMMERWOOD/COUNTRY PLACES COMMON BOUNDARY

The Chairman mentions the fact that in the letter received from the three Members reference is made to security breaches, the crime situation and other related matters affecting the village which need to be discussed and clarified. Of concern to the Committee is that they allude in their letter to Summerwood village being subjected to regular crime and burglaries. Furthermore, it is the norm for this to not be communicated to the residents. The matters would be dealt with by the respective Trustees in terms of the portfolios which they hold on the Committee.

He states that Mr Ian Gordon would firstly address the state of security over time in the Summerwood village and thereafter Messrs Jack Visser and Deon Scheepers, who respectively are responsible for the Security and Occupational Health and Safety and Treasurer portfolios, would explain to the Members the reasons for the laser beams not being installed immediately following the adoption in July 2015 of the Committee’s
recommendation in this regard.

Mr Ian Gordon points out that records do not exist for the crime situation prior to the election of the late Mr Sid Fenwick’s Committee in July 2010. Records in this regard have been kept by his and the subsequent Committee’s which followed. Since July 2010 to date there have been nine incidents of unforced entry into residences which were accompanied by theft. In the period 2010 to 2013 there were no such reported incidents. In the period 2013 to February 2016 there were five incidents which were discussed by the Committee and included in the minutes. The latest four incidents are the topic of discussion. He emphasises the fact that the Committee members, whilst serving as Trustees, are also residents who own property in the village. They are just as concerned about the safety of each and every family in the village as they are of their own. It is very upsetting to hear of the rumours and articles in the social media which describe the village as being subjected to regular crime and burglaries. This is not factual. Personally he has resided in the village since October 2003 and is proud and happy to be a member of the community.

Mr Jack Visser states that despite the earlier absence of theft and housebreaking in the village, the Committee since July 2010 has accepted the fact that security thereof and its residents was to be a function of major importance.  A report in this regard is received at every meeting of the Committee. Moreover, the importance of security is regularly brought to the attention of all residents. at such times emphasis is placed upon the fact that all security systems, including the perimeter walls and their electric security fences serve as a deterrent and fulfil a detection function rather than guarantee to prevent determined attempts at intrusion into the village. Residents and owners are individually responsible for the security of the property in which they reside, whilst being collectively responsible for the security of the village as a whole.
The Committee has annually undertaken to improve and install additional security equipment, e.g. improvements to the entranceway with gates being introduced in 2012/13, the installation of surveillance cameras at the entrance together with the extension of the electric security fence system along the Summerwood Way/ Woodlands Drive and the upgrading of the electric security fence along Langeberg Road in 2013/14.

In 2014/15 the Committee made provision for further extensions to the electric fence system in order to secure the Summerwood/Country Places common boundary. Due to a breakdown in negotiations with the management of that estate in order to obtain permission to fix the fence to their wall, the project could not proceed.
The need to secure the boundary was not shelved, but instead an alternative, viz. the introduction of laser beams, was approved and provision for funding thereof at a preliminary cost of R124 000.00 was included in the 2015/16 budget. At the time of planning to proceed with the project in May 2015, the Committee was approached by Vodacom in respect of the installation of broadband fibre in the village. At the request of the Members, Telkom was invited to also make presentations to the Committee in this regard. The fibre would enable surveillance cameras to be utilised instead of the laser beams. An agreement was reached on 1 December 2015 with Telkom regarding the roll-out of the fibre – at no cost to the Association – which would make allowance for capacity to include the CCTV system.

The Committee was not desirous of summarily accepting the Telkom camera system and instead invited quotations for both the security cameras as well as motion detection equipment from six suppliers of such equipment. Following an interview process on 22 March 2016 the quotation for the motion detection system from Messrs Iron Curtain Security was accepted. This would meet the particular Summerwood requirements.

Mr Riordyn Bubb makes the point that the Members at the AGM on 29 July 2015 approved the installation of the laser beams. He questions the Committee on what had transpired in the interim. The Committee had elaborated on matters involving Telkom and broadband fibre and he asks what this has to do with the installation of the laser beams which were approved.

In spite of the Chairman and Mr Deon Scheepers assuring Mr Bubb that his questions would be addressed as the explanation on the matter proceeds, Mr Bubb continues by stating that the Committee, in their decision to investigate the possibility of installing surveillance cameras which they thought would be more suitable, had obviously overridden the Members’ approval for the installation of the laser beams. He enquires when the Committee’s change of mind had been communicated to the Members. The Chairman reacts by again requesting that Mr Deon Scheepers be given the opportunity to continue with his presentation which was aimed at addressing the original question raised in the letter from the three concerned Members.

Mr Deon Scheepers points out that at the time when it had been decided to make use of laser beams to secure the perimeter wall in question, the budgetary allocation of R124 000.00 was based on a preliminary cost provided by the service provider. In the process which preceded the actual installation of the beams, other alternatives to provide the most suitable system for the Summerwood requirements, as explained earlier by Mr Visser, were considered prior to making a final decision. This process resulted in a delay in arriving at a final decision. The cost of the selected beams, which are far superior in quality to that upon which the original price had been based, ultimately increased to R137 000.00. In spite of this increase, the Member’s levies remained fixed.

Mr Bubb states that he has no argument with the increase in respect of the costs, but questions the lapse in time between the approval by the Members and the ultimate installation of the laser beams and why the decision by the Members was overridden.

He believes that the funding for the project was already available at the time of the project being approved by the Members. In response both the Chairman and Mr Scheepers make it clear that adequate levies for the funding thereof were only calculated to be available in October 2015.

Mr Bubb thereupon questions the delay from October 2015 to March 2016 to initiate the project.

Marius Coetzee assists by pointing out that the budget was condoned at the AGM on 29 July 2015. By implication the installation of the laser beams listed therein was at the same time approved in principle. This, however, does not entail that the funding for the beams, i.e. R124 000.00 was readily available, i.e. on 1 August 2015. The Committee on a monthly basis makes use of a cash flow spread-sheet to determine the standing of the collected levies and thus what funds are available for the various planned projects. It needs to be borne in mind that the Association needs to fund on- going fixed monthly requirements, e.g. the security services and garden maintenance contracts. This exercise enabled the Committee to establish that adequate funds to cover the cost of the laser beams would be available as from October 2015. Prior to October, however, the Committee received an offer from Vodacom in respect of the costless roll-out of broadband optic fibre in the village. The acquisition thereof would enable the Committee to utilise surveillance cameras operating in conjunction with the fibre instead of the proposed laser beams. The Committee in their wisdom considered the cameras to be a far better option than the laser beams. He reminds the meeting that the Members at the 2015 AGM requested the Committee to not only deal with Vodacom in terms of the fibre, but to additionally source and review the offers of other service providers in this regard before accepting any proposals for the roll-out. This led to discussions commencing with Telkom and the eventual acceptance of their offer to undertake the costless roll-out of broadband fibre throughout the village. The Committee was of the opinion that dealings in respect of the possibility of installing surveillance cameras should not be restricted to Telkom alone and in this process consulted with six service providers. A system that would best serve the Summerwood village was being sought and unfortunately the process to eventually appoint Iron Curtain Security for the task of providing the motion detection system did take time.

Marius Coetzee, furthermore, points out that in terms of the Constitution the Management Committee are entrusted with the responsibility of the management and administration of the village. It is not possible under the circumstances for the Committee to revert to the Members with every decision that needs to be made. The Committee was convinced that the village’s security would be best served by what was chosen at the end of the day.

Mr Riordyn Bubb reacts by questioning the Committee’s wisdom in terms of weighing up the possibilities of surveillance cameras versus the laser beams and asks whether any security company was consulted in the process.

At this point in the meeting Mr Robb Garner requests an opportunity to address the meeting and in doing so conveys his sincere thanks and appreciation to the Chairman and Committee for their services to the Association. He states that they spend an enormous deal of their private time in looking after the well-being of the Members and residents. It appears to him as if there is only a small minority who are unhappy with what has transpired in this regard. He calls for a vote of confidence in the Committee. Mr Garner is applauded by the Members present and is given a majority of support in terms of his appeal.

Ms Ingrid Fairhurst voices her disapproval of the treatment and criticism to which the Committee is being subjected. She is shocked by the time being wasted to discuss the difference in dates, time and costs in respect of a matter where the best decision was made and which works for everybody.

Mr Koos Delport joins Mr Garner and Ms Fairhurst in expressing his vote of confidence in the Committee. He thanks the Committee for the input which was made at the time of his loss suffered through theft of his property. He has great appreciation for this.

Mr Nino da Salva expresses the view that it is very easy to criticize that which is being done in the village. He suggests that instead of criticism there should preferably be offers of assistance.

Mr Tony Hakime points out that the residents of Summerwood cannot consider themselves to be exempt from crime. He acknowledges that the problem had been identified. One needs to bear in mind that the Committee is not able to meet as often as it would like. He would not like to see them being rushed into resolving issues in such a manner that it impacts negatively upon the Members. He renounces the sentiments being levelled at the Committee and supports the view that they are doing a good job.

Mr Jerry Engelbrecht states that he and his wife have been living in Summerwood for some 10 to 12 years. They are happy here. He has no doubt that the current Committee is the best that have served the Association. He thanks the Committee and Village Manager for what they have achieved and are still in the process of doing.

Mr Deon Scheepers emphasises the fact that the matters being discussed could all have been resolved without the need for calling a SGM. He states that Marius Coetzee at the village office is always available to assist with matters. All documentation is on file and the minutes of meetings are officially recorded. He assures the Members that the Committee has no hidden agendas. He also refers to a recent posting on social media which made reference to the Association’s Trustees. The content was considered to be most derogatory.

At the request of Mr Norman Coetzee, Marius Coetzee relates to an incident at the entrance gate to the Summerwood village which had been totally misrepresented on the social media. He cites this as an example of the problem which he has with the wrong use of this form of the media and the detrimental effect which it can create in respect of the image of the village when postings of this nature take place.

Ms Sari du Plessis confirms that the social media is a strong medium which certainly can negatively affect the values of property should articles of a gloom-ridden nature be posted thereon. In addition to resulting in a decline in the demand for property, articles of this nature will give rise to the emergence of bargain properties in the village which will entice elements of a questionable character to buy into Summerwood. The end result will be that crime from within the village could increase. She requests that residents refrain from posting articles with reference to crime on the social media.

With reference to the social media, Ms Eloise Pieterse states that steps have been taken to establish a Summerwood Neighbourhood Watch. A face-book page exists in this regard, but is associated only with the communication of security matters affecting Summerwood and only for use by the residents in the village. The content of postings will be strictly monitored. She invites residents to participate in the forum and to obtain a registration form from her.

Mr Riordyn Bubb states that his sentiments have been misinterpreted by the Members and he apologises for appearing to be harsh in terms of the content of his submission to the Management Committee and Village Manager. He explains that he has strong feelings regarding security, especially as it affects Summerwood. He loves the village, its property values and everything associated with it. When he read in the social media of Summerwood being the latest victim of robberies he obviously became concerned.

He forcefully addressed the issue in order to nip that which he had read in the bud. He simply wants to ensure that the standards are maintained in Summerwood – not that he is implying that the standards are declining.

The Chairman, in summarising the issue of security, points out that he has similar concerns to those of Mr Bubb. In order to address these concerns he was desirous of installing a series of surveillance cameras placed strategically throughout the village. He was compelled to firstly consider whether the residents would be able to afford a sudden R1.5 million or a monthly levy of R1 000.00 in order to undertake the project. Resulting from his discussions with the Committee which followed, it was resolved that a project of that nature would be a great shock to the Members and in the interim the security of the entranceway together with all the perimeter fences was adequate. It remains his objective to have a security system consisting of surveillance cameras, motion detection beams and outside monitoring facilities. The small number of incidents of crime in the village currently does not warrant having to raise the levies by, e.g. R600.00 a month.  The process is going to have to be one of a phased nature.

Mr Cyril Volkwyn concurs with this view and warns against over-reacting. However, he remains grateful for what has been achieved over the years in protecting his property.
Ms Elsabé Liebenberg makes an appeal upon the Committee to attempt to timeously advise the residents of any incident which took place in the village prior to it being posted on the social media. She mentions an incident which took place at 4 Greenwood Close. Although certain of the residents are aware of its occurrence, the residents were not generally advised thereof. In answer to her request Mr Ian Gordon points out that the Committee has deliberated at great lengths in search of a manner to provide residents with almost immediate notice of the occurrence of incidents of crime in the village. It is the desire to convey this information on the very next morning following its occurrence via the web-site and by e-mailing all residents for whom the Village Manager has an address. The content would simply indicate that an incident has occurred and that it is in the process of being investigated. The Village Manager faces the dilemma that 284 e-mail addresses are on record, whilst the balance of the Members do not have the facility or have not provided the office with their address.
These residents will need to be informed by means of hand-delivered hard-copies, which makes the task almost impossible should they have to be immediately informed.
Instead the Committee has resolved that a notice will also appear on the official notice board. It is going to have to be incumbent upon the residents generally to spread the news of such incidents.

Ms Elsabé Liebenberg recommends that the over-expenditure of costs related to the installation of the motion detection beams be condoned. Mr Deon Scheepers explainsthat the Association’s financials are currently in the process of being audited and the matter will be dealt with by them in conjunction with the Summerwood office. The annual financial statement is distributed to the Members prior to the AGM and all Members will at that meeting be able to comment on the auditor’s report in respect of the expenditure.

Resolved:

The Members indicate to the Chairman that they are of the opinion that the four areas of concern for which the meeting was called had been covered and amicably resolved in the discussions which had taken place during the evening.

6. REPORT ON THE INCREASE OF THE COST OF THE MOTION DETECTORS ALONG SUMMERWOOD/COUNTRY PLACES COMMON BOUNDARY

Resolved:
The explanation provided by Mr Deon Scheepers in this regard in agenda item 5 is accepted by the Members.

7. ALLEGED ABSENCE OF TIMEOUS AND TRANSPARENT COMMUNICATION BETWEEN THE MANAGEMENT COMMITTEE/VILLAGE MANAGER/MEMBERS ND TENANTS IN RESPECT OF SECURITY BREACHES IN THE SUMMERWOOD VILLAGE

The matter at hand has been partially covered by the earlier discussion of item 5.

The Chairman states that in the letter sent by the three concerned Members it was intimated that the Management Committee and Village Manager are not transparent in respect of security breaches in the Summerwood village and that information in this regard had not been timely provided. Mention was also made of the Committee and Village Manager contradicting each other in terms of reports to the residents.
He points out that the Trustees are not there to micro-manage the village. They are elected and appointed as decision-makers to oversee important acts and aspects and to give direction to the affairs of Summerwood. They liaise with the Village Manager in this regard. In addition to this the Village Manager has a large number of daily tasks for which he is responsible. Further, during monthly management meetings adequate provision is made for receiving reports, prepared by Marius Coetzee, on fixed agenda items, viz. the standing of the monthly levies, the standing in terms of the monthly cash flow, overview of security and occupational health and safety and correspondence received and dispatched. It is also practice for the content of all notices which are destined for circulation to residents to be scrutinised by either the entire Committee or a relevant Trustee. With these controls in place and especially regarding matters related to security, it is difficult to understand how an allegation can be made that the Trustees and Village Manager can be contradicting one another. In spite of decisions which may be amended and the changing of time-frames, all these are dealt with in a pragmatic manner with the Committee.

Resolved:
It is accepted that the matter has been adequately clarified.

8. REQUEST FOR INTRODUCTION OF A MEANS OF COMMUNICATION WITH WHICH TO REPORT TO ALL MEMBERS AND TENANTS ON A DAILY BASIS ON CRIME IN THE SUMMERWOOD VILLAGE

Resolved:
The Members are in agreement that the matter was adequately dealt with in the discussion regarding item 5.

9. RECOMMENDATION FOR ESTABLISHMENT OF NEIGHBOURHOOD WATCH FOR SUMMERWOOD VILLAGE

Resolved:
The matter was brought to the attention of the Members when dealing with item 5.

The Chairman emphasises that it is very difficult to identify persons in the village who would be readily willing to help with a project. Should such a person offer assistance one should take advantage of it. Ms Eloise Pieterse has shown the required respect for her residential area and motivation to undertake a task of this nature. He requests that the Members speak to her and offer their assistance in getting the initiative off the ground.

Resolved:
The initiative taken by Ms Eloise Pieterse regarding the establishment of a neighbourhood watch for the Summerwood village is noted by the Members.

10. CONCLUSION

The Chairman, in closing, thanks the fellow-Members who share the common desire to keep Summerwood a safe and pleasant neighbourhood-friendly area in which to reside. Also for them having shown the interest and taken the time to attend the meeting.

He specially thanks the Trustees who voluntarily oversee their respective portfolios and for the some 250 hours which they devote in serving the Association. Also to Marius Coetzee for setting up the meeting and for the research in respect of the matters which were discussed.
The Members acknowledge their gratitude with applause.

The meeting closes at 20:40.