1. Annual General Meeting
Tuesday, 16 May 2017

3. Before we start … What do we aim to achieve tonight? But …
We will go through the normal motions on the AGM
Chairman's Report, Financial Report, Voting, etc.
But …
We want to remind you that we are working toward a vision
A future
What we believe we can achieve as a community

5. What is this vision? Branding our Community Becoming “an Estate”
Becoming more inclusive
Becoming more respectful
Getting our community out and about
Improving communication

6. What is this vision?

7. What is this vision?

8. What is this vision?

9. Agenda AGM Protocol About the ZFHOA Chairman’s Report Financial Report
ZFHOA Positioning
Security Update
General Update
Financial Report
FY 2016/17 Financial Report & Statements
Vote on annual increase in monthly contributions
FY 2017/18 Proposed Budget
Board Nominations and Elections
Q & A

10. Protocol

11. Protocol Attendance Registers Introduction of the Board Members
Introduction of AGM Adjudicator: Mr Harry Rubin
Notice of AGM distributed on the 26th of April 2017
Confirmation of Quorum
25% of fully paid up households with one vote per household
264 Erven with 217 fully paid up households (217 x 25% = 54)
Paid up Members
Only fully paid up members may vote, propose and second
Proxies

12. Protocol Adjudicator’s role Acceptance of Minutes of 2016 AGM
Ensuring AGM rules are followed
Managing the Board election process
Acceptance of Minutes of 2016 AGM
Questions at the end of the presentation ! ! !
Please identify yourself (Name & Address)
Minutes
Phones on silent please

13. About the ZFHOA

14. About the ZFHOA Non Profit Company
Founded by Members of the Community in order to unite the community in terms of matters of:
Security
Parks and Environment
Members of the Board serve on a voluntary, non- remunerated basis but may claim expenses incurred during the course of carrying out their duties

15. About the ZFHOA 2016 / 2017 Board Members:
Howard Snoyman
Jay Singh (Vice-Chair)
Johnny Roux (Chairman)
Michael Davidson
Michael Neu-Ner (Collections)
Terry Alan
Ursula van der Walt (Treasurer)
Rene de Schouwer
2016 / 2017 Committee Members:

16. About the ZFHOA Jade Archer Reimbursed in part for:
Administrator, Manager of the Security Contract, Parks Keeper, Supervision of Company Gardener, Attends Security - Road Closure- & other meetings, Acts as Liaison with JRA, Jhb Water, etc.
Reimbursed in part for:
Management, Premises, Electricity, Telephones, Stationary, Office Facilities & Transportation
Reimbursed for actual expenses incurred such as:
Ad-hoc wages
Petrol for Lawnmower
Parts & equipment

17. About the ZFHOA Company Gardener Tyson Dumani Maintains:
Parks
Entrances and Road Closures
Pavements on Bowling Avenue 7 Kelvin Drive
Working hours:
Monday to Thursday Friday
07h00 till 15h00 07h00 to 14h00 (Tea Break only)
40 hours a week
Ad-hoc work (e.g. Storm damage repairs, etc.) claimed through Jade Archer

18. Chairman’s Report

19. (Positioning the ZFHOA)
Chairman’s Report
(Positioning the ZFHOA)

20. Positioning the ZFHOA It’s no longer just about Security...
That’s a given – it just happens and will continue to
We want to secure our future…
…determine our destiny…
Founded by Members of the Community in order to unite the community in terms of matters of:
Security
Parks and Environment
Developing an even greater Community
Uplifting Gallo Manor

21. Chairman’s Report
(Security Update)

22. Remember this from 2016 AGM ? Crime Stats: 2005 to 22 Aug 2016

23. Remember this from 2016 AGM ? Crime Stats: 2005 to 22 Aug 2016

24. Crime Stats 98% at Night 2015 2016 Month Total Jan-15 1 Feb-15 Mar-154
Apr-15 12
May-15
Jun-15 3
Jul-15 6
Aug-15
Sep-15 2
Oct-15
Nov-15
Dec-15 41
Month
Total
Jan-16 1
Feb-16
Mar-16 3
Apr-16
May-16 2
Jun-16
Jul-16
Aug-16
Sep-16
Oct-16
Nov-16
Dec-16 13
Occurred after 2016 AGM
98% at Night

25. What changed from 2015 to 2016?
Woodmead Khyber Rock Residents Association (WKRRA), Country Club Johannesburg (CCJ), Sandton Country Club Estate (SCCE), Ashby Estate & ZFHOA start actively collaborating on ALL matters relating to Green Belt Security
ADT Security for both CCJ & ZFHOA increase number of patrols & introduce more Videofied CCTV Cameras (monitored)
And ….
All Boundary Properties & ZFHOA upgrade Security Measures on the CCJ / ZFHOA Boundary ! ! !

26. Private Property Upgrades on the CCJ / ZFHOA Boundary
Estimated Expenditure of individual Residents
New and more robust Electric Fence installed
Raised Palisade on existing Wall
Beams
Beams  and Alarm System
Palisade
Alarm, Beams and Lights
Alarm, Lights and Electric Fence
Beams, Lights and reinforcing Boundary Palisade
Lights
New Wall
New Clearvu Fence
Electric Fence

27. Private Property Upgrades on the CCJ / ZFHOA Boundary
The last Boundary Upgrades were implemented by private Residential Properties in May 2016
Our Crime Statistics prove that these Residential Upgrades had a significant impact on security to the benefit of the entire community ! ! !
Thank you

28. CCJ / ZFHOA Boundary Upgrades 2014 to date
Creation of Security Corridor (clearing of Vegetation)
Erection of Palisade Fence (Children’s Park)
Building of second Weir to flood Blue Pipe Weir under Boundary Fence (confirmed access point)
Erection of Security Lights (Children’s Park)
Implementation of ADT monitored Videofied Cameras
Reinforcing of Palisade Fence
Erections of 750mm Flat-Wrap Razorwire donated by Cochrane Industries (Clearvu Fencing)
Ongoing maintenance
Continual revaluation and upgrades

29. CCJ & ZFHOA Actions taken
Maintenance & clearing of the Security Corridor is an ongoing task performed regularly by CCJ & the ZFHOA
In 2016, the ZFHOA undertook a major clean-up of our own Green Belt
Dead Branches & other Foliage were cleared
Branches were trimmed to ensure a clear line-of-sight
Overgrowth and invasive Creepers were cleared to eliminate ‘Nests’, and
Grasses edging the Stream have been regularly maintained.
Now being done regularly as part of our winter maintenance activities

30. What changed from 2015 to 2016?
Almost a year after the initial installation, CITY POWER switched on the Street Lights in August 2016 which has also had a significant positive impact on Security ! ! !

31. Crime Stats October 2016 0 November 2016 0 December 2016 0
June Robbery at 09:40
July Trespass (early morning)
August Burglary at 12:00
September Theft at :00
All of the above occurred during the day – change in Modus Operandi - and therefore deemed unrelated to ‘Boundary Perps’
October
November
December
January
February
March

32. 11/05/2017: Suspect pleaded guilty and sentenced
Crime Stats
4 April 2017 Theft from Car
9 April 2017 Suspect Arrested during commissioning of a Burglary
Suspect admitted to Theft from Vehicle which had NOT been REPORTED by the Resident
Same Suspect Arrested on 18 June 2013
(6 months Jail & 3 years Suspended, released just after 4 months)
Same Suspect detained on CCJ on 27 January 2016
SAPS Station Commander & SAPS Sector 1 Head notified of Arrest
SAPS Head of Detectives tasked with linking cases and monitoring prosecution
11/05/2017: Suspect pleaded guilty and sentenced
to 2 years imprisonment

33. Certificate of Appreciation & R1 000 Reward
Awarded to Kenny Wilson following Suspect Arrest on the 9th of April 2017

34. Crime Stats: 2005 to 16 May 2017

35. Working towards ZERO Incidents
Realise that Security is a many layered concept!
Essential to continually maintain & upgrade security measures
Knowledge is power!
Keep abreast of current crime trends
Adjust protocols & vary habits / patrols
Take Ownership of Communal Security!
Remain vigilant! REPORT any suspicious activity!
Pay attention!
Are you being followed?
Are there Strangers near the entrance to your Property?
IF IN DOUBT, CALL FOR ASSISTANCE !!!

36. ADT Dedicated Patrol Vehicle
Do you have this number?
ADT Dedicated Patrol Vehicle
FREE EMERGENCY NUMBER
FOR ALL CELL PHONES
112 

37. Layers of Security Home Awareness Home Safety & Security Discipline
Has your electric fence been damaged / tampered with?
Are there suspicious characters watching you / your house?
Is there suspicious activity at your neighbour’s house?
Are you being followed?
Home Safety & Security
Do you have an alarm, electric fence, beams, etc?
Do you always lock your doors / security gates?
Do you always arm your alarm / electric fence?
Do you have good outside lighting?
Self assessment and continious improvement?
Discipline
Does everyone in your house have ADT / the Patrol Vehicle’s number on their phones?
When last did you test your alarm?
Do you report suspicious activity and have you reported your security
incident to ZFHOA?
Home
Awareness
Home Safety & Security
Discipline

38. Layers of Security Partnerships ZFHOA Security Provider Home
Khyber Rock
Sandton Country Club Estate
CCJ
Lower Woodmead
ZFHOA
Booms
Guards
Closures / palisades
Domestic Watch
Active Committee
Security Provider
Panic Button System
Full Alarm System
Outside Beams
Smoke Detectors
Home
Awareness
Home Safety & Security
Discipline
Electric Fence
Surveillance & Lighting
CCJ Boundary
Maintenance
Continuous Self Assessment & Improvement ! ! !

39. Security: General CCJ / ZFHOA Boundary
Additional Guard during Festive Season
Cameras in the ADT Patrol Vehicle
Domestic Watch Meetings
Resident Car stickers
Security Protocol at Booms
UPS at Letaba Boom
Lighting at Entrances, Children’s Park & CCJ Boundary

40. Sandton Community Police Forum (CPF)
Road Closures must participate in CPF
Bridge between Community & SAPS
Provide Cellular Phones to key SAPS & JMPD Personnel
Fundraising for extraordinary expenditure (new roof)
Sandton Victim Support Group
Voluntary Green Belt Guardians and Mounted River Rangers
Offices at SAPS Sandton

41. Chairman’s Report
(General Update)

42. Other Activities Maintenance of: Community Policing Forum (CPF)
Parks
Entrances
Kelvin & Bowling Corner
Guard’s Huts
Road Signage
Bridges
Playground Equipment
Closures (Palisade, Booms, etc.)
Community Policing Forum (CPF)
Combined Chairman’s Committee (CCC)

43. Other ZFHOA Activities
Street Lighting (missing blocks?)
Road Resurfacing (JRA)
Collapsing Culvert under Canterbury (JRA)
Sewerage & Water Infrastructure Upgrade (Jhb Water)
Communication
SMS’ s
WhatsApp Groups
Sub-committees:
Playground Equipment / Swings Park

44. WhatsApp Groups Not ‘owned’ by the ZFHOA A community initiative
Formal communication from the ZFHOA via WhatsApp will only be in the form of announcements on the “Announcements” group
ZFHOA will NOT respond to any issues raised on WhatsApp – anyone responding on WhatsApp does so in their personal capacity and not as a ZFHOA representative
Be respectful, mindful and constructive when posting

45. Children’s Park Initiative
A community initiative
Supported by the ZFHOA
Sub-Committee
Anita Sisodia
Caroline Wiggett
Kaushik Daya
Lynette Chirume
Nicky Maree
Well done ! ! !

46. Community Park Facilities
Upgrades included:
Removal of old and unsafe equipment
Repair of Foefie Slide & Trampoline
Installation of:
New Tyre Walk
New Wooden Jungle Gym
New Metal Climbing Frame (Bee-Hive)
New Roundabout
New See-Saw
New Wooden Swing Set
Creation of a sports area with Soccer Goals
Creation of a Bike Track
New permanent / fixed braai facilities

47. Community Parks ZFHOA performs annual maintenance, including
Fertilisation of soil
Planting of grass seed in sandy areas
Pruning of trees & shrubs
Planting of cultivated / donated indigenous / endemic trees
Community donated eighteen (18) 100L indigenous trees
Eleven (11) have been planted
Remaining seven (7) will be planted during spring
Social to be arranged for tree naming ceremony (Plaque)

48. Community Created Parks 32 832 m³ (3.3 Hectare / 8.1 Acres)
Designated City of Johannesburg Open Spaces
Joburg City Parks takes care of hectares of open space & green areas made up of more than parks, 22 nature reserves & 15 bird sanctuaries as mandated by the City of Joburg
Residents of this Community viewed the lowly maintained open spaces mapped as the “Rocklands River Ramble” as a security risk
Residents took our open spaces in hand as early as 1992 in conjunction with & under the guidance of the then, Sandton Parks Department
Jac van Niekerk & the “Friends of the Parks” (Community Residents) played an important role in the creation & maintenance of these Community Parks for more than two decades
During this period, Johannesburg City Parks & the “Friends of the Parks” introduced Benches, Picnic Sets, Playground Equipment, Water Points & Braai Facilities to these Open Spaces
In 2016, Residents of this Community after having advised Johannesburg City Parks, upgraded these facilities for all to enjoy

49. Community Created Parks 32 832 m³ (3.3 Hectare / 8.1 Acres)
Since 2009, funding for the maintenance of the Community Parks is included in your monthly Contribution or Levy
Maintenance is the ZFHOA’s sole responsibility
Maintenance is done in the interest of:
Safety & Security
Creating a pleasant and inviting green belt
Aesthetics

50. City of Johannesburg By-Laws
Johannesburg’s Open Spaces
Are governed by
LAWS & COMMON COURTESY
which are applicable to
EVERYONE
Johannesburg Metropolitan Police Department
will ensure enforcement of these By-laws
How to contact the JMPD?
Joburg Connect:   

51. City of Johannesburg By-Laws

52. City of Johannesburg By-Laws

53. Hampton Court Parking Proposal
ZFHOA Board remains committed to resolving the Hampton Court congestion:
To improve general safety within our community
To preserve our ‘green belts’ as far as possible
To be an all-inclusive community
In order to enforce compliance with the proposed parking arrangements we have commissioned:
the manufacture and installation of boom gates at the entrances to the affected parks
Reinstated the Yellow Line Road Markings (No Parking)
Utilised 36 Traffic Cones provided by ADT Security

54. Hampton Court Parking Proposal
The booms at the overflow parking (marked B and C on the map) will remain closed until the existing parking facilities (marked A on the map) and one side of Hampton Court are fully utilised.
The boom at the 1st overflow parking (marked B on the map) will then be opened.
Only once the 1st overflow parking is fully utilised will the 2nd overflow parking (marked C on the map) be opened. This should only be required 5 to 8 time per year.

55. Hampton Court Parking Proposal
In effect, not much has changed from historical usage
The arrangement has simply been formalised

56. SARs (Closures / Booms)
Security Access Restrictions erected in April 1998
Security Access Restrictions approved in January 2014
2 year validation period came into effect on 12 April 2014
Application for renewal of Security Access Restrictions was made on the 14 March 2016
Attended Section 45(2) meeting on 21 July 2016
Security Access Restrictions Approved on 24 Sept 2016
2 year validation period came into effect on 30 January 2017
The next Application for Renewal must be made on or before 30 November 2018
Of the more than 300 Applications made in 2016/7, so far only 12 have been approved. Ours is 1 of the 12.

57. Looking forward: SARs
Enquiry into the Leasing of the roads submitted on 19/03/2015
Advantages:
Unrestricted PUBLIC access no longer required
Non-residents may be required to complete a register, provide identification, confirm reason for entry, etc.
24/7 Pedestrian access at all roads no longer required
Access may be restricted to periods such as 06h00 to 09h00 and 15h00 to 17h00 at pedestrian gates
Further security measures may be introduced
Gates, automated entrance (remotes), spikes, etc.
No need for further ongoing SARs approvals (+ R )

58. Targeted Activities Actively marketing Community as an ‘Estate’
Absent Owner Strategy
Investigate potential for registration with SARS in terms of the Ninth Schedule Part II:  Point 1. (k)
The protection of the safety of the general public
Need expertise to assist
Improve communication
Website

59. Security Provider to the ZFHOA
3 year agreement
Limitation of future increases
Implemented 1 October 2016 backdated to 1 September 2016
Maintaining current Guarding levels
Preferential Armed Response Fee for ZFHOA Members
15% Pensioner Discount for ZFHOA Members
Videofied Monitoring
Dedicated ZFHOA contact person

60. Security Provider to the ZFHOA
ZFHOA Members

61. Security Provider to the ZFHOA
Preferential Rates for ZFHOA Members escalate on the 1 September each year
A once-off Annual Radio Licence Fee is added to your ADT Account in November each year
Private ADT Contract queries are to be addressed to
ADT Call Centre unaware of Preferential Rates and other Services offered to ZFHOA Members

62. Financial Report

63. FY2016/17 Financial Report
Bank Account Balances as at 28 February 2017:
Current Account R
TOA (Investment) R R
Concerns
Stability of Income
Major Income and Expense Cycle Dates

64. Concern: Stability of Income
This concern has not changed since 2015

65. Number of Contributors 2016
57% Debit Orders
4.5% Decline
43% Direct Payments
19.2% Decline !

66. Number of Contributors 2017

67. Number of Contributors
Overall decrease from 2015 to 2017 of 12%
230 down to 212
Assuming the 18 lost contributors each contributed R 500 per month this equates to an annualized loss of R
Essential to concentrate on arrears & new owners
Sage Pastel’s monthly invoicing aiding collections
In-person collections a critical role (Mike Neu-Ner)

68. Security Access Restriction Application Evaluation
Financial Stability
And
Participation
corner stones of the
Security Access Restriction
Application Evaluation
(Road Closures)

69. Thank you! Sage Pastel Financial Records for 2016/7 complete
First invoices issued in February 2017
Excel vs Sage Pastel:
Excel = cash accounting principals
Sage Pastel = accrual accounting principals
2016/17 AFS based on Excel
From 2017/18 FY Excel records no longer maintained
Future AFS will be based on Sage Pastel
Thank you!

70. Income

71. Other Income

72. Other Income Donations to Guards Account 100 510
Donation to 100L TREE Project
25 870
Donations to Children's Park
25 000
Donations to Paint Project
8 650
1-in-50 Storm Damage
3 000
Guards Account Expenses
1 515
Payment from Guards Account
433
Use of Bakkie per Practice Note
250

73. Concern: Stability of Income

74. Concern: Income vs Expense Timing

75. Corrective Actions Residents: ZFHOA: Consider changing to Debit Order
Load your contribution as a scheduled payment
Payments early in the month for the month
ZFHOA:
Move Debit Order run to early in the month for the month (33%)
Institute an additional Debit Order run for those unable to pay early

76. Expenses

77. Expenses (summarised)
Including Security Projects
on CCJ / ZFHOA Boundary
& elsewhere

78. Expenses Security ADT 713 436 Security Donations 100 000
Park and Environs
95 254
Security Other
84 131
Wages
66 330
Repairs, Maintenance & Projects
57 095
Administration / Groundskeeping
44 137
Park Equipment Maint
37 143
Children's Swings Park Initiative
34 722
SPECIAL PROJECTS
32 680
Bank Charges
25 170
General Expenses
19 526
Security Access Restriction
18 317
100L Tree Project
14 056
Insurance, Audit & Legal
12 032
Printing & Stationery
11 819
Electricity
10 800
Residents Sticker Protocol
1 720
Security Rewards
500

79. Reported Loss Prior Year Creditors Prior Year Adjustment R 6 000
ADT Security (Additional Guard) R
Jac van Niekerk (reimbursement) R
Prior Year Adjustment R
Jac van Niekerk
Long Service Award (1992 – 2016) R
November 2016 storm damage R
Neighbouring Properties R
Painting of northern boundary R
Community Donations R

80. Auditor’s Report Circulated via e-mail on 15 May 2017 Mr Harry Rubin
Acceptance of the FY2016/17 Financial Statements?

81. Thank you to Mr Harry Rubin

82. Vote on Increase in Monthly Contributions

83. Proposed Budget - Expenditure
Mar-17
Apr-17
May-17
Jun-17
Jul-17
Aug-17
Sep-17
Oct-17
Nov-17
Dec-17
Jan-18
Feb-18
TOTAL
EXPENDITURE:
84 724
90 224
94 424
99 271
97 003
99 543
Bank Charges
2 288
2 517
29 288
Insurance, Audit & Legal
5 000
2 000
17 000
26 000
Park and Environs
9 527
10 480
Park Equipment Maint
3 000
8 000
10 000
4 000
46 000
Printing & Stationery
300
800
1 000
4 800
12 400
General Expenses
1 973
2 170
25 449
Electricity
900
10 800
Repairs, Maintenance & PROJECTS *
12 000
37 000 *
Bowling Paving Project
CCJ / ZFHOA Boundary Project
Other (to be determined)
Security ADT
57 594
61 626
95 626
Security Other
6 732
7 405
86 841
Security Rewards
Security Donations
Donations transferred to Guards A/C
Security Access Restriction / Application to Lease
Residents Sticker Protocol
2 400
Domestic Watch
Telephone/Travel
Wages
5 410
5 905
10 505
5 445
77 655

84. Proposed Budget 126 949 Mar-17 Apr-17 May-17 Jun-17 Jul-17 Aug-17
Mar-17
Apr-17
May-17
Jun-17
Jul-17
Aug-17
Sep-17
Oct-17
Nov-17
Dec-17
Jan-18
Feb-18
TOTAL
INCOME:
Subscriptions
EXPENDITURE:
84 724
90 224
94 424
99 271
97 003
99 543
Bank Charges
2 288
2 517
29 288
Insurance, Audit & Legal
5 000
2 000
17 000
26 000
Park and Environs
9 527
10 480
Park Equipment Maint
3 000
8 000
10 000
4 000
46 000
Printing & Stationery
300
800
1 000
4 800
12 400
General Expenses
1 973
2 170
25 449
Electricity
900
10 800
Repairs, Maintenance & PROJECTS *
12 000
37 000 *
Bowling Paving Project
CCJ / ZFHOA Boundary Project
Other (to be determined)
Security ADT
57 594
61 626
95 626
Security Other
6 732
7 405
86 841
Security Rewards
Security Donations
Donations transferred to Guards A/C
Security Access Restriction / Application to Lease
Residents Sticker Protocol
2 400
Domestic Watch
Telephone/Travel
Wages
5 410
5 905
10 505
5 445
77 655
PROFIT / LOSS:
29 276
23 776
19 576
13 258
9 729
14 729
16 997
12 697
14 457
13 097

85. Annual Levy Adjustment
Current contribution is R 500 per month
Considering the economic implications of the recent downgrade, we propose that no increase be applied
Concerns:
Not all residents are paying
Many residents still pay less than the current R 500 per month
We need to build our reserves
We need to fund for the future vision
Focus on:
Getting everyone to contribute
Getting all contributors to R 500 per month

86. We once again appeal to Members who are willing to and/or are able to
We once again appeal to Members
who are willing to and/or are able to
contribute more
than the mandated R500
monthly contribution
to PLEASE do so!

87. Board Nominations & Elections

88. What the ZFHOA needs
People who can commit the required time (role dependent)
People who have passion and vision
Action people
No “wallflowers”, personal agendas, etc.

89. Indicative Board Portfolios
Chairperson
Vice-Chairperson
Treasurer
Collections
Company Secretary / Administrator
Security
Operations
Parks & Environs

90. Current Board Steps Down
Current Board Members:
Jay Singh (Vice-Chair)
Johnny Roux (Chairman)
Michael Davidson
Michael Neu-Ner (Collections)
Terry Allan
Ursula van der Walt (Treasurer)
Rene de Schouwer
Current Committee Members:
None

91. Available for Election (Articles allow for up to 7 Directors)
Christine Beswick
Grazyna Auf
Jac van Niekerk
Jade Archer
Jay Singh
Kirsten Bosworth
Michael Neu-Ner
Peter Watson
Rene de Schouwer
Susan Finnegan
Terry Allan

92. Introduction of potential Board Members
Who are you?
For how long have you been living in Gallo Manor?
Briefly tell us about yourself and what makes you a good candidate.
What is it that you believe needs to be focused on / addressed by the ZFHOA?

93. Voting process, vote count, and Announcement of the new Board

94. Announcement
of the
new Board

95. Q & A

96. Thank you !