SILWERSTRAND HOME OWNERS ASSOCIATION
MINUTES OF THE TRUSTEES MEETING
HELD ON 21 JANUARY 2011, AT ROBERTSON GOLF CLUB
M.V. Brumer (MVB) Chairman
C. Newell (CN) Trustee
R. Keytel (RK) Trustee
E. Smit (ES) Trustee
R. Williams (RW) Trustee
M. du Preez (MdP) Trustee
A. Greenaway (AG) Trustee Managing Agent
A. Smuts (AS) RGC Club Captain
G. Essop (GE) Trustee
Ludwig Vercuiel (LV) RGC Manager
Danie Krynauw (DK) Pro-Debt
1. Welcome ACTION ACTION
MVB welcomed all to the meeting and thanked them for taking the time to
2. Minutes of the Meeting held on 29 October 2010 Accepted
Confirmed by RW
Seconded by RK
1.2 CN to finalise RGC - DVA loan agreement based on a repayment CN Nxt mtng
Period of 3-4 years with interest calculated at the prime lending rate
3.8 Construction on the Village Fence have started but no further MVB Nxt mtng
progress to report since the last meeting.
4.2 Trees to be removed in river. A machine was hired by MVB to
remove the trees, but this was not successful. The amount of
R12277.80 to be paid out of the boat license fund.
A machine was also hired at the same time to clear the opposite
Riverbank at a cost of R9416.40
Contract between SHOA and Caravan Park to be attended to. RK & CN / RK Nxt mtng
CN to draft written agreement.
4.4 Attempts has been made by ES and RB to contact the contractor for ES/RB Ongoing
the security gate and ES also emailed him the outstanding snaglist.
ES is on site today, 21/01/11 to see to snaglist. Will try and resolve
as best possible as no retention was held back and contractor was
paid in full.
4.5 MVB stated that the clearance of the silt from the Sandriver is an
important issue. Sally Durandt has written a letter of motivation to the
Provincial Road Engineer that it is imperative that the culvert is
enlarged. The letter has been sent to Louis Bruwer, but no further
feedback is available.
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The insurance claim for damage to the course and estate is still an MVB Immy
open case and Danie Cloete informed LV that MVB needs to send
copies of the letters regarding the culvert to the insurance company
3.5 DVA loan repayment - 2 months interest in arrears to the total of AG Ongoing
R1225. AG sends monthly interest invoice to RGC
3.8 Defaulters have been handed over to the Pro-Debt collection agency. AG/DK Ongoing
Danie Krynauw attended the meeting to give clarity around the cost
structure of Pro-Debt and the process of collection that they follow. He
reiterates consistency in dealing with defaulters and that they should
be handed over with in a set period as agreed by the board. DK will
provide a cost breakdown for future liability to the board on a quarterly
basis or as requested.
3.1 DVA accounts must be reviewed and a budget set up in order to cut CN/RW/AG Nxt Mtng
expenses. AG has done a draft budget and a copy was sent to CN.
A finance meeting needs to be scheduled to discuss further.
3.2 The cost of the shop and the house that is occupied by HK needs to
be reviewed. Currently no rent is being paid for either. HK does pay MVB Immy
a monthly water & electricity bill that is paid into the SSHOA account.
3.3 A separate Finance Meeting needs to be set. Proposed dates were sent CN/RW/AG Nxt Mtng
3.4 A complete asset register needs to be drawn up for the SSHOA and
the DVA. A register has been drawn up and this has given raise to some
questions. Please see the accompanying Managing Agent Report
4.3 Landscaping & Security Contract to be finalised. ES & MVB will meet on ES/MVB Immy
Monday 24/02/1011 to finalise and sign all documents
Building Guidelines & Construction
4.6.1 The tidiness of River Town houses needs to be addressed. Letters to AG Immy
be sent to those that are not keeping their houses tidy.
5.3 Mr J van Molendorff’s fine for his daughter driving the golf cart into
the fence will not proceed further at this stage and no fine will be
issued. AG points to the process in the Constitution that has to be
followed in order for a fine to be issued to a Home Owner. Within the
Rules & Regulations of the SHOA a fine could be issued in this
instance, but the process must be adhered to. RGC & SHOA must
have agreement in how rules regarding golf carts will be implemented
on the golf course and the HOA so that they do not contradict each
AS stated that the full 35% of the monthly SHOA levy should be paid
over to the RGC on a monthly basis regardless of any arrears as
accrued in the SHOA account. The board agrees that all arrears will
be kept in an accrual fund in the SHOA accounts and funds will only
be paid over to the RGC once the full levy has been received. The
SHOA cannot pay over money that has not been received.
MVB will settle the arrears account for the rental of the Sales Office MVB End Feb
by the end of February 2011
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4. Portfolio Reports
4.1 Governance GE
4.2 OEMP CN
The Audit report was circulated to all parties including LV to address
issues relevant to RGC
AG has made list of items to be addressed and will report on monthly AG Ongoing
4.3 Contracts ES
4.3.1 MVB & ES to finalise Landscaping & Security Contract MVB/ES Immy
4.3.2 RGC & Landscaping service provider to liaise regularly regarding
salaries & bonuses to minimise feelings of unfairness
4.4 Security ES
See Report Attached
4.5 Communication / marketing / liaison MVB
4.6 Building Guidelines & Construction RK
4.7 Estate Maintenance Manager’s Report
See Report Attached
4.8 Managing Agent Report
See Report Attached
MVB reads out the Managing Agent Report along with an email dated
4.8.1 Fencing cost 23/10/2009 paid from the DVA account. MVB stated
that the one portion is for his account but not the 50 -50 cost split for
the fence between the DVA & the Caravan Park
4.8.2 MVB stated that the servicing on the golf cart used by the Security
Company is part of the security costs and therefore forms part of the
DVA loan for the security gates. MVB stated that this is not for his
4.8.3 A quad bike was bought from the DVA fund for R17 000 and is
currently used by the RGC. This money needs to be transferred back
to the DVA account from the SHOA account and a rental agreement
must be set up with the RGC for its use.
4.8.4 Ongoing outstanding payments due to the SHOA will be settled in full
by MVB by the end of February 2011.
4.8.5 Riverside Properties - MVB explains that the riverbank and the front 9
plots were originally part of the development. MVB then went into a
Joint Venture with Virtigo Properties and JCO Agricultural to release a
further 28 plots. This ground does not form part of the development,
but it was the intention that once these have all been sold they will
then be incorporated into the Development and bring in future levy
income for the SHOA.
4.8.6 The Doculam system was purchased by MVB and is in use at the
entrance gates. The system that was purchase by the SHOA at a cost
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R21 279-24 is the Donkerhoek System, and this system is currently not
in use. AG made the suggested the possible sale of this system as it
is not suitable to the SHOA needs.
4.8.7 MVB stated that the Caravan Park has not been transferred from the
SDC and therefore the house or any other part there of do not have to
pay a levy.
4.9 DVA Manager’s Report
4.10 Golf Course Report
AS stated that the RGC is showing positive turnaround in finances.
Projects will be started with conservatism.
The Restaurant is turning a profit but needs a larger function room.
Drink water taps will be placed on 4 holes on the course next month.
4 Quotes have been obtained for the cleaning of the river, and the
RGC will progress with this project in sections.
Flooding is a big concern and MVB must provide letters to Louis
Bruwer. MVB stated that letters were sent to Jaco Jooste (Town
Engineer) and L Bruwer and stated that it is the duty of the Provincial
Roads Department to complete the works on the culvert.
AS stated that there is a damaged sewage pipe and power cable due
to the flooding, but MVB stated that the river needs to be cleared first
before any work can progress.
AS queries who is responsible for the section between the bridge and
the 17th. MVB stated that the road belongs to the HOA along with the
sections above the floodline. The rest is RGC responsibility.
The area between the culvert to the river is a 50 -50 split between the
SDC & the HOA in cleaning responsibilities
RK stated that there were more smaller craft on the river. They do
not have to pay and they do not adhere to the rules.
5.1 Boating levies - The funds are to be used for the upgrade of the
To date 38 licenses issued. AB to pay over for 6 annual licenses that
was paid directly to her along with 2 daily launch fees to the total
value of R7600. ES suggested that design and quote is obtained now
and then the project will be started once sufficient funds are available.
5.2 Awaiting quote to be able to proceed with the fixing on the perimeter
5.3 Riverside erven - a proportionate levy is proposed as these owners do
not share in some of the services as owners on the golf course and in
the village. This proportionate levy will not be calculated in retrospect
of levies already paid.
The meeting closed at 17h45
Antonette Page 4 30/07/2012
From Hein Kriel
Dated: 25 December 2010
Entrance maintained twice weekly
Irrigation system serviced
Cut vacant plots
Every 2 weeks cut the grass at the village townhouses
Entrance maintained twice weekly
Irrigation system serviced
Grass in open areas cut every two weeks
Grass along river bank are cut every two weeks
Remove grass cuttings
Follow up reeds in dams
Removed reed cuttings from around the Village dam & plant grass
Cleaned flower beds along fence
Repair chip fryer
The grassed area on both sides of the road between Golf Estate and Village is cut 2 weekly
Sewage pumps are serviced weekly
Garage where rubbish is stored are inspected weekly
Bins are cleaned every Monday & Friday
Cut DVA Grass
Take water meter reading every month
“Olyf Boord” is cleaned weekly
Planning for January 2011
Clean vacant plots
Clean all flower beds
Spray reeds in dams
Repaint Village Entrance
Spray grass for “Wilde Klawer”
Border between Village and Bruwer farm to be cleaned
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Enquiries: Rejeanne Botha Rejeanne Botha
Telephone: 023 626 1188 Silwerstrand Security
Cellphone: 076 450 2042 Silwerstrand Golf & River Estate
E-mail: firstname.lastname@example.org Robertson
01 January 2011
SSHOA (For attention: Chairman)
Silwerstrand Golf & River Estate
Installation of new alarms
Mr Burger, Erf 7141 Chardonnay Street, Silwerstrand Golf & River Estate, Robertson
Mr JP Coetzee, Erf 7172 Riesling Street, Golf Estate
Mr Outien Rabie, Chardonnay Street, Golf Estate
Mr Eichrodt, Erf 7034 Silwerstrand boulevard, Silwerstrand Golf & River Estate
Security still has the problem of visitors arriving at the access gates especially The Golf Estate entrance
that uses Robertson Golf Club to gain access on to the Estate. They will then stop at houses that is still
under construction and walk around on the premises. Accidents is due to happen.
We will urgently have to look to options to combat this problem.
We have the same problem with visitors to residents,tenants and Landmark.
We will have to formulate a plan to used the mircom system more efficiently.
Application for a power boat launching licence
Currently 38 new licences for 2010/2011 were issued.
Building contractors currently busy with construction
Slaney Construction Erf 7178 Riesling Street 1, Golf Estate
Erf 7106, Sauvignon Street 13, Golf Estate
Mr JP Coetzee Erf 7172 Riesling Street 7, Golf Estate
CCD Construction Erf 7042, 7043, Silwerstrand Boulevard No 40/42, Golf Estate
DJ Schneider Erf 7034, Silwerstrand Boulevard No 24, Golf Estate
JSM Construction Erf 7126, Chardonnay Street 16, Golf Estate
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Christiaan Builders Erf 7379, Lily Crescent 13, The Village
De Beer Construction Erf 7372, Willow Close 3, The Village
Smith Construction Erf 7388, Lily Crescent 3, The Village
Andre Kuhn Erf 7384, Lily Crescent7, The Village
BJ van Niekerk Erf 7371, Willow Close 6, The Village
Lily Crescent no 10, The Village, Silwerstrand Golf & River Estate, Robertson.
Chardonnay Street 9, Silwerstrand Golf & River Estate, Robertson
Chardonnay Street 27, Golf Estate
Village Way 3, The Village, Silwerstrand Golf & River Estate, Robertson
Mr Outien Rabie, Chardonnay Street, Silwerstrand Golf & River Estate, Robertson
Mr & Mrs Burger, Erf 7141 Chardonnay Street 17, Golf Estate
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Managing Agent Report
To: Chairman of the Board of the Trustees & all Trustees
Dated: 20 January 2011
Matters Arising out of compiling an Asset Register for both the DVA & HOA
23 Oct 2009
Garden Crete wall erected between DVA & Caravan Park
Robertson Beton Mure (Supplier)
42m x 2.1m R11 970 Fence between DVA & Caravan park
36m x 1.8m R10100 Fence between road & Caravan park
Full payment was made by DVA on 27 Oct 2009 (R22 070)
Is there an agreement to support the payment by DVA for fencing in Caravan park?
(The R10 100 amount?)
Should the cost for the fence between the DVA & Caravan Park not be shared 50/50?
29 Jan 2010
Servicing of Golf Cart
When the security gates were installed an amount for R9931.20 was paid to E-Z-Go
for the servicing of a golf cart.
This golf cart is the one used by the Security Company and is their property
The amount was paid from the SHOA account?
What is the arrangement around this payment?
12 December 2008
Quad bike: R17 000 payment was made from the DVA account.
The RGC use the bike. Is there a written agreement to confirm this arrangement?
According to HP statement: (email received 12/01/2011)
Die 4 wheeler behoort aan die DVA en die ooreenkoms was dat die baan/klub dit gebruik,
hoofsaaklik omdat ek nog daar was en baie op die baan moes wees. Indien die Trustees/Mark dit wil
verander kan hulle dit enige tyd doen want die klub het hulle eie vervoer en dinge om te gebruik -
hierdie reeling was ‘n vergunning omdat almal maar die groter prentjie wou laat goed lyk en die baan ‘n
groot deel daarvan uitmaak. Hulle kan selfs dit vir sekuriteit on iets dergliks gebruik, dit is hulle eiendom.
Antonette Page 8 30/07/2012
Ongoing outstanding payments due to the SHOA
Vertigo Properties (operators of Caravan Park) owes SHOA R19629.20 in water &
SDC (Silwerstrand Development Company) owes SHOA R3267.40 in rent paid on their
behalf for office rental of sales office
SCC (Silwerstrand Security Company) owes SHOA R377.43 for electricity
Total outstanding = R23 274.03
Hard copy of Statements were handed to Mark Brumer on 19 January 2011
Copies attached for your information
Riverside Properties Sold
On 18 November 2 properties (7427 & 7429) were transferred from Vertigo
Property to a private owner. Sell price R300 000 each. The R3000 per erf (1% for
DVA Fund) has not been paid to date by seller? Total due to DVA = R6000-00
Riverside Properties Transfers
18 erven transferred to Vertigo Properties on 20 July 2009
1 erven transferred to JCO Agricultural Enterprises on 20 July 2009
7 erven transferred to Robertson Development Company on 20 July 2009
I believe this refers to Mr Steyn’s question at the AGM
Mark Brumer did explain this to me, maybe he needs to just explain to you all as well, if
the question is ever raised again.
A list of the river erven is attached for your information.
This system was purchased 25 May 2008 at a cost of R21 279.24 as an entry control
system at the main entrance gates for contractors. This system is in a box in the
On discussion with RB apparently this is a wages clocking system and not suitable
for contractors access?
The other reason why this system is no longer in use, there is an annual license fee
of approx. R3105.60. One payment was made on 18 Aug 2008 and then no further
payments toward the annual license. From what I understand from RB the system
can only be used if the annual fee is paid. If you want, maybe we should look at
selling the system, if the decision is made not to use it any more?
Work done by HK for the RGC:
HK collected the RGC rubbish on a Monday & Friday and also did repair and
maintenance work for the golf course (this is also listed on his monthly reports).
Is there any kind of agreement? He uses the HOA labour, time and vehicle to
complete these tasks. Do I need to invoice for these tasks to the RGC?
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Caravan park lawn mowing:
HK (working for the SHOA and paid by them) cuts the grass for the Caravan park.
He estimates on average 1 or 2 times per month. The machines, petrol and labour
from the SHOA are used to complete this task.
Cost of R? + VAT x 12 = R?
Is there anywhere where an agreement has been made for the record?
House in Caravan Park:
Is there planning permission?
Is it a permanent dwelling?
Where is the water & sewage connections made?
Should they pay a levy?
Boat license fees:
7 daily license fees paid to date for this FY
28 Annual license fees paid
6 Annual license fees paid to Ansabe
(no payment received from AB - licenses were issued by Security - email sent 14/01
to AB - no response to date)
Based on the Year to date information around the daily boat fee, if only 7 boats paid a
daily launch fee, should it not just revert to an annual boat license for all?
Bill for Erf clearing on the Riverbank and tree removal in river:
Received a bill from Klein Karoo Machine Rental on Monday 17 January 2011, to the
amount of R21 694.20
This is made up of the following:
R8743-80 for the removal of the trees in the river (from boat levy fund)
R3534-00 for the filling of the slipway (from boat levy fund)
R9416-40 for the clearing of the riverside land
Mr Brumer authorized the work and informed me that I need to pay the bill. I did
ask if Mr Brumer is not responsible for the landscaping (as the Developer) of the
riverside and there after the SHOA maintain the landscaped areas? I did ask if
Trustees need to be informed of the expenditure?
The work was during November 2010.
Written by: Antonette Greenaway
Managing Agent - Trustee
Antonette Page 10 30/07/2012