SILWERSTRAND HOME OWNERS ASSOCIATION
MINUTES OF THE TRUSTEES MEETING
HELD ON 5 MAY 2011, AT CAPE TOWN
M.V. Brumer (MVB) Chairman
E. Smit (ES) Trustee
R. Keytel (RK) Trustee
R. Williams (RW) Trustee
G. Essop (GE) Trustee
A. Greenaway (AG) Trustee Managing Agent
C. Newell (CN) Trustee
Ludwig Vercuiel (LV) RGC Manager
M. du Preez (MdP) Trustee
1. Welcome ACTION ACTION
MVB welcomed all to the meeting and thanked them for taking the time to
attend. MVB also thanked CN in his absence for chairing the meeting on 25
2. Minutes of the Meeting held on 25 March 2011 Accepted
2.2 Construction on the Village Fence have started but no further MVB/AG Nxt mtng
progress to report since the last meeting. MVB estimate a cost of
R40 000 to complete the fence. MVB will supply the Trustees with a
list of material needed to complete the fence. AG to write in the
Newsletter regarding the progress of the fence.
2.3 Contract between SHOA and Caravan Park to be attended to. RK & CN / RK Nxt mtng
CN to draft written agreement. A proper plan & design must be MVB Nxt mtng
drawn up to upgrade the slipway. Funds to be used from the boat
licence fee. Estimated cost of R20 000k for the upgrade of the
2.5 Ongoing outstanding payments due to the SHOA were to have been MVB 13/05/11
settled in full by MVB by the end of February 2011. Payment to the
amount of R22 984.15 was received from MVB on 17/03/2011. The
outstanding amounts of R10 100 for the DVA & R18 981.67 for the
Caravan park remain on MVB‟s account. MVB to make payment by
13 May 2011 after discussion with AB.
2.6 Quotes for the repair of the perimeter fence have been obtained. One AG Immy
from HK for R25 000 & one from an outside contractor for R21 500.
The SM&L company submitted a quote of R17 000 for the repair work.
All Trustees are in agreement to go with the lowest quote. AG to
inform the contractor to commence repair work.
The SHOA insurance does not currently cover the fence. AG received
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a quote from M&F, the current insurer, of R12 000 per annum to
insure the fence to the value of R4 million. All Trustees are in
agreement to go ahead with the cover. Legal action to be taken
against the person that caused the damage and that he should
be held liable for the damage. Attorneys have been instructed to
take legal action and take the individual to judgement for the full
amount of the cost of repairs to the fence.
2.7 AG received several complaints during March & April 2011 regarding AG Ongoing
the dams in the Village. This is an ongoing issue and will be monitored
on a weekly basis during the site inspections with the contractor.
2.8 3 home owners have written to the SHOA enquiring about the MVB 20/05/11
landscaping of open spaces on the golf course. It needs to be
established who is responsible for the open areas firstly. AG to follow
up with MVB to identify clearly the public open spaces that was
transferred to the SHOA. MVB is awaiting feedback from Nicolas Clark,
Landscaping Architect with finalised drawings identifying the areas of
4.4 Attempts has been made by ES and RB to contact the contractor for ES/RB Nxt mtng
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
4.5 MVB stated that the clearance of the silt from the Sandriver is an MVB Nxt mtng
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. The insurance claim for damage to the course
and estate is still an open case and Danie Cloete informed LV that MVB
needs to send copies of the letters regarding the culvert to the
3.2 GE to contact other estates and find out how they manage damage to GE/LV Nxt mtng
properties caused by golfing activities. LV will also contact Karl v/d
Merwe at Boschenmeer.
LV was absent and could not update the Board of Trustees on points LV Nxt mtng
3.3; 3.4 & 3.6. These items will stand over to the next meeting.
3.2 The cost of the shop and the house that is occupied by HK needs to MVB Nxt mtng
be reviewed. Currently no rent is being paid for either. HK does pay
a monthly water & electricity bill that is paid into the SHOA account.
4.3 Landscaping & DVA Contract finalised. RW was seconded by the Board AG Immy
of Trustees to sign on behalf of the SHOA. A resolution to the effect
was passed. Copies of contracts to be filed in the SHOA and a copy to
be sent to MVB‟s office.
The Security Contract will stand over for at least another 2 months. ES ES/MVB Nxt mtng
will obtain 3 quotes from outside security firms to determine a suitable
fee for the Security contract. MVB to email spreadsheets of cost
breakdowns to ES.
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3.1 RW to investigate a long term solution for the management of the RW Nxt mtng
DVA within its income budget and present a feasibility study to the
3.2 Trustees require a monthly report from the RGC on the management AG/LV Monthly
of the Reserve Maintenance Fund. AG to request from LV.
3.3 Delinquent levies: The conditions of sale of properties sold at auction AG Immy
states that the purchaser is liable for arrear levies. AG to send letters
to the transferring attorneys to put purchasers to terms who have not
fulfilled that obligation to date.
3.4 Any potential buyer into the development is entitled to access of the AG Ongoing
management accounts of the SHOA. Buyers can view these with AG by
3.5 AG to start with the outline for the Financial Year Budget 2011-2012 and AG/CN/RW Nxt mtng
circulate copies to CN & RW. The penalty levy must be reviewed.
4. Portfolio Reports
4.1 Governance GE
4.1.1 GE request a copy of the Agreement between the Developer MVB Nxt mtng
and the RGC for the record, to be kept in the SHOA office.
4.1.2 GE will follow up on the cost of establishing a website for the GE Nxt mtng
4.2 OEMP CN
Nothing to report
4.3 Contracts ES
Please see item 4.3 in Matters Arising
4.4 Security ES
See Report Attached
RB reports that a member of the RGC refuses to sign in at the
4.5 Communication / marketing / liaison MVB
Newsletter will be sent out monthly with the levy statements. AG Ongoing
4.5.1 AG to inform all HO‟s that golf carts may only be operated by AG Nxt Mtng
persons of the age of 18 or older, holding a valid driver‟s
licence. RB to ensure that Security officers report back on any
4.6 Building Guidelines & Construction RK
4.6.1 Contractor‟s boards at completed homes to come down. AG to AG/RB Immy
follow up with RB that he informs the contractors.
4.6.2 Trustees request the plans for erf 7172 to determine whether or AG/RB Immy
not the plans were approved by Richard Straw, Development
4.6.3 Owner of erf 7178 to remove the trees planted on the AG Immy
pavement. AG to inform the owner.
4.7 Estate Maintenance Manager‟s Report HK
See Report Attached
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4.8 Managing Agent Report AG
See Report Attached
AG to include in the monthly report information on number of plans AG Ongoing
approved, number of houses under construction and the number of
4.9 DVA Manager‟s Report
4.10 Golf Course Report
No report from the RGC
4.10.1 AG to report on the RGC constitution and if there are any AG Nxt Mtng
conflicts with the SHOA constitution.
4 10.2 MVB to draft a letter to the RGC regarding the management MVB Immy
issues as experienced on the course.
4 10.3 A meeting of the RGC/SHOA committee must be called as a MVB Immy
matter of urgency.
5.1 SM&L will provide quotes for the maintenance, painting & repair of MVB Nxt Month
Golf course and river townhouses. This will then be circulated to HO‟s
to complete by date as set by the Board of Trustees.
5.2 AG to get permission from HO to circulate letter from Tertius Maree to AG Immy
all home owners with the next Newsletter.
5.3 Responses to be sent to Mr Steyn & Mr Geldenhuys regarding their AG Immy
respective letters to the board.
The meeting closed at 18h00
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From Hein Kriel
Dated: 20 April 2011
Cleaned roads every second week
Entrance maintained every second week
Irrigation system serviced
Cut vacant plots and removed „Tolbos”
Clear open space between Erven and Canal
Every 2 weeks cut the grass at the village townhouses
Entrance maintained every 2 weeks
Irrigation system serviced
Grass in open areas cut every two weeks
Grass along river bank are cut every two weeks
Roads cleaned every 2 weeks
Remove grass cuttings
Removed reed cuttings from around the Village dam & plant grass
Cleaned flower beds along fence weekly
Clean area between Bruwer farm and Village
Paint & repair Village Entrance
Repair pump that circulates water between dams.
The grassed area on both sides of the road between Golf Estate and Village cut every 2 weeks
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 every 2 weeks
Installed fence & Gate at the DVA
Planning for May 2011
Continue removing Papyrus around dams
Finish cutting open vacant plots on Golf Course
Remove papyrus from dams
Replace irrigation sprayers that are faulty
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21 April 2011
SSHOA (For attention: Chairman)
Installation of new alarms
Mr Eichrodt, Erf 7034 Silwerstrand Boulevard, Silwerstrand Golf & River Estate
Mr Andre Kuhn, 5 Lilly Crescent, The Village, Silwerstrand Golf & River Estate
Mrs Stephnie Posselt , 6 Riesling Street, Silwerstrand Golf & River Estate
Miss Denise Barnard, 44 Village Way, Silwerstrand Golf & River Estate
Mr JP Coetzee, Erf 7172 Riesling Street, Golf Estate
Mr Outien Rabie, Chardonnay Street, Golf Estate
Mr Lucien Jansen, 3 Lilly Crescent, the Village, Silwerstrand Golf & River Estate(Approved)
No Incidents to report
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
Erf7137, Chardonnay Street, 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
Milpro construction Erf 7175, Riesling Street, Golf Estate
Gher Rabie Chardonnay Street, Golf Estate
Erf 7164,Riesling Street, Golf Estate
Erf 7032, Silwerstrand Boulevard
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
BJ van Niekerk Erf 7371, Willow Close 6, The Village
Outien Rabie Erf 7326, Village Way
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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
Mr JP Coetzee, Erf 7172 Riesling Street 7, Golf Estate
Mr Andre Kuhn, Erf 7384, 7 Lily Crescent, The Village
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Managing Agent Report 30 April 2011
The Village Entrance walls have now been repaired and painted.
The pump that circulates the water through the dams were fixed.
Reeds are growing in the dams and HK said they will be sprayed towards end April / May.
The vacant plots on the golf course are being cut (only the sold plots). I‟m not sure what the
plan is for the unsold plots.
Just awaiting clarification from MVB regarding who owns what ground on the golf course side,
so that I can answer the owners who have requested landscaping around their houses. This
will also give clarity on the grassed areas around the golf course townhouses. Once that
information is received a complete reply can be sent to Mr Heath regarding his questions
around irrigation of the open spaces around the townhouses.
It was brought to my attention that the owner of the property at the top of Riesling street has
planted 3 trees on the pavement. I will ask him to remove these, with board approval, as the
pavement area is where all service lines run, i.e. electricity lines, water etc. He has made it
really beautiful in front of his house with the paving. I am sure everyone will agree that he
may plant the trees on the golf course ground next to his house.
The water times are still an ongoing issue.
LV did state that he will produce a report regarding the water issue, and will circulate it to all
parties. I‟ve not received said report. This was in my March report as well.
Moreson provided a quote to make the water connections for the drinking fountains. Water
meters are available from the Developer and all costs are for the RGC.
Once the water meters are installed monthly readings will be taken and the RGC will be billed
for any water consumption.
According to RB, security finally received ID documents for the Caddies.
A report was received from RB that a member of the club refuses to sign in at the security gate.
According to the RGC member the security and the estate has nothing to do with the golf
course and he will only sign in if LV tells him to sign in.
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RB sent the Estate Rules & Regulations regarding access control to the RGC asking that the
process be explained to all RGC members at their AGM at the end of March. To my knowledge
this information has not been sent to club members and it wasn‟t discussed at the AGM.
In the DVA a permanent security gate to the entrance has been installed. Signs have been put
up regarding the closure of the facilities for the winter months. Cost R4795.
MB responded to emails regarding outstanding monies and that payment will be made after
Easter and the May long weekend.
Balance of R10 100 to the DVA
Balance of R18 981.67 form the Caravan Park for water & electricity
The RGC has made first payment to the DVA loan which includes the R17 000 for the quad-
A quote for the insurance of the perimeter fence comes in at R12 000 per year based on the
value of the fence being R4 mil. The broker did advise that we could identify sections of the
fence, i.e. the stretch along the road and have that covered instead of the entire fence which
will have a cost saving, potentially reducing the cost of the monthly cover from R1000 to R250.
We need to take into account potential flood damage and where these areas are most
vulnerable before we go with the partial cover of the fence.
Chris Newell requested the financial statements for the RGC. I‟ve sent two separate requests to
LV to supply statements along with the balance of the Reserve Maintenance Account, as
described in our Constitution. I‟ve received no reply on any of my requests.
Electricity - Complaint received from owner that the electric current flow to their house was too
high and blowing all the lights and implements. Johan Rossouw, electrical engineer with the
Municipality and Home owner attended the site, and turned down the voltage in the 2 Village
Transformers as well as the 3 boxes on the golf course. He then highlighted some Health &
Safety issues regarding the management & maintenance of electricity to the homes as well as
the HOA responsibilities. Mr Rossouw sent me some information regarding compliance and
responsibilities. I will have to go through this in depth, but we do seem to have missed
something here. Especially with access to these boxes and the connection of electricity and
compliance certificates that are required before power is turned on to the property. I will
report back on this once I‟ve studied the information.
For your information a copy of the complaints register attached.
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