Item 1: INTRODUCTION
1. The chairman opened the meeting at 17:00 and welcomed the committee and Nelma Basson as an invited guest.
2. Purpose of this meeting is of a general nature.
a. To discuss matters pertaining to the AGM.
b. Nominations.
Item 2: ATTENDANCE AND APOLOGIES
3. MEMBERS AND GUESTS
a. Wayne Jackson Present
b. Amund Beneke Present
c. Hannelie Coetzee Present
d. Rob Boyd Apology in Johannesburg
e. Jorika Rabie Present
f. Abigail Davids Apology sick
g. Shameez Joubert Apology in Dubai
h. Claudele Jackson Present
i. Wendy Lucas Administrative
j. Vivienne Von Der Heyden Administrative
k. Theresa Els Apology
l. Nelma Basson Present
Item 3: CONFIRMATION OF THE PREVIOUS MINUTES
4. The minutes were approved and seconded as follows.
Approved by Amund Beneke
Seconded by Hannelie Coetzee
Item 4: MATTERS ARISING AND ADDITIONAL ITEMS
5. The process for nominations and nomination forms.
Item 5: STANDING ITEMS
6. Feedback from the Councilor (The chairman used the councillor’s space)
- The chairman accepted the feedback from the following portfolios:
i. Portfolio for Town Planning and Property Development via email.
ii. Portfolio for BEST via email
iii. Portfolio for Community Development via WhatsApp
7. Treasurer’s Feedback
a. Members have inquired about the absence of tax relief offerings. The reason for this is that we do not possess a SARS certificate as a Non-Profit Organization (NPO) or Non-Profit Company (NPC). The Chair will include this information in the upcoming newsletter.
b. We currently have three years’ worth of tax queries that require resolution. The Treasurer will need some time to comprehend past transactions in order to determine a way forward. The Chair has indicated that legal counsel is available through his family trust if necessary for the BBRA.
c. We will be implementing PayFast in the future to manage all payment processing.
d. The Treasurer has communicated that we do not require an Honorary Financial Controller; instead, a bona fide audit conducted annually will suffice. This recommendation was supported by the committee, and the Chair will notify Adrian De Kock that his services will no longer be required.
e. The BBRA financial records are being finalized, and the financial report will be released shortly.
f. The treasurer explained that we would be better placed as a non-profit organization. The committee agreed and gave her the instructions to register the Betty’s Bay Ratepayers Association as a NPC or NPO as the Betty’s Bay Residents Association. We will be informed as soon as this becomes a reality.
Item 6: AGENDA ITEMS
8. Portfolio Boundaries and Etiquette Among Portfolio Principals
a. The committee has established clear guidelines regarding the boundaries and etiquette among portfolio principals. It is imperative that no portfolio holder makes decisions or interferes with another portfolio’s operations. Furthermore, portfolio holders are discouraged from providing suggestions or input to members of other portfolios without prior consultation.
b. If one portfolio seeks to influence or address matters pertaining to another portfolio, it is essential to approach and consult the respective Portfolio Principal. This protocol is considered significant and must be adhered to with the utmost seriousness.
9. Feedback from Claudele re the Kitchen
a. Claudele confirmed that the transition of HCCC cooking operations to the Crassula Hall kitchen will proceed, and the necessary logistical arrangements will be finalized as the process unfolds.
b. Claudele expressed that the process has been challenging due to the behavior of the HCCC leadership, who have exhibited a dictatorial and discourteous attitude towards her, frequently attempting to dictate her actions.
c. Adrian De Kock, who has no affiliation with the BBRA, has refused to relinquish the key to the Hall in his possession. He has, at one point, entered the Hall without authorization and accessed the storeroom.
d. Claudele has requested that the chairman of the HCCC retrieve the keys from Adrian and transfer them to Marion, the HCCC kitchen manager.
e. Once the HCCC kitchen is operational, we will seek guidance from the fire chief regarding fire extinguisher placement and obtaining a new fire certificate.
10. Process of the AGM.
a. The Annual General Meeting (AGM) will be conducted using a PowerPoint presentation, which will subsequently be incorporated into the AGM minutes.
b. We will extend an invitation only to our councillor and not to any other dignitaries.
c. The chair will oversee the renomination process and will finalize these nominations in collaboration with the vice chair shortly.
d. The chairman announced that he will discuss the possibility of Nelma Basson accepting the position of BBRA administrator prior to the AGM in order to obtain her assistance as soon as possible.
e. Additionally, it has been communicated that our gifts, which consist of handmade booklets for each portfolio principal, have arrived.
11. Nominations for the 2025 committee
a. This item is adequately covered in paragraph 10, sub paragraph c
12. Certificates of appreciation
a. This year, we will shift our focus to awarding certificates of appreciation to organizations rather than individuals.
b. The response to nominations has been modest, and the chair has indicated that neither he nor Jorika will accept a certificate of appreciation, as our intention is not to pursue recognition for ourselves.
Item 7: CONCLUSION
13. The chairman thanked everyone for attending and ended the meeting at 17:35.
14. Next meeting: AGM 14 December 2024 17:00 Crassula Hall
(W R JACKSON) Date: 13 Nov 24
BETTY’S BAY RATEPAYERS’ ASSOCIATION: CHAIRMAN