Welcome to ZFHOA 2019 AGM 19:00 Wednesday 21 August 2019

Welcome to ZFHOA 2019 AGM 19:00 Wednesday 21 August 2019
Zandfontein Farm Home Owners Association

Agenda AGM 2018 Welcome Quorum for AGM Chairperson’s Report
Financial Report Social Report Operations & Projects Report Membership Report Security Report Q&A on Reports presented Vote on proposed options New Board for Next AGM Close

227 of 267 homes entitled to vote
Quorum of 25% is 57 homes

Chairperson’s report:
ZFHOA Board of Directors for 2018 was made up of seven Directors David Berkowitz (Vice Chairperson) Grazyna Auf (Treasurer) Kirstin Bosworth Jay Singh (Chairperson) Mike Neu-Ner Terry Allan Rene De Schouwer (Secretary) Jade Archer - ZFHOA Administrator

The ZFHOA Board of Directors meet once every month to review Our performance and status of our security Attend to any pressing community issues and matters arising Contributions Expenses vs Budget Projects Community communications and socials

Challenges Costs of Security and Grounds keeping Budget in excess of R1,5M pa Contributions vs no. of households Reapplication of our current Road closure RFP for Security Provider and the process

Good evening The Financial Team: Grazyna Auf - Treasurer Ursula van der Walt- Bookkeeper Harry Rubin - Auditor

Important points SAGE One is fully operational
Expenses aligned and grouped Data analysis – data availability Corporate Governance Segregation of duties Important to note that this community has a budget of +R1.4m

Management Accounts Profit for the year – R90, 092
Retained Earnings – R413, 309 Resident contributions – R1,351,100 (invoiced) Resident contributions – R1,418,108 (cash) (prepayments due to special) Expenses – R1,281,884 (excl collection and payment of Guards collection) Full details provided in Financials Expenses can be grouped Administration Security Motor vehicle expense Parks and Environ Other/General

Management Accounts Administration:
Turnkey invoice, printing & stationery, Membership Fees, Internet and Telephone Security: ADT, clearing of site, allocation of Turnkey invoice Parks and Environ: R73,086 - direct Salaries and Wages Friends of the Parks: Donations in money, effort and kind Parks help to attract wonderful new community members, inspire community members to get involved, create a safe and beautiful space for our families Costs include maintenance of equipment which help with security measures

Management Accounts (additional info)
Vehicle expense Noddy was sold within this year. Decision was made as a result of increasing maintenance costs as well as unreliability ZFHOA has a vehicle usage agreement with Turnkey Solutions Legal & Insurance Plans for Letaba entrance special project, bank charges, road closure renewal Special project will commence to raise money for Letaba entrance project which will off set above costs Other/General Electricity & water, entertainment, staff welfare

Cost allocation as a Percentage of total cost FY2019
Excl Guards collection and Payment Resident Contributions (Invoiced) Security 61% Administration 14% Salaries and Wage (Casual and Direct) 9% Parks and environ 71 428 6% Telephone/Printing and Stationery 46 403 4% Legal/Insurance/BC 38 790 3% Motor Vehicle 28 083 2% Other 25 916

Average cash collection vs average Fixed spend FY2019
Average cash collection FY2018 R ,75 Average cash collection FY2019 R ,67 Fixed overheads FY2018 R76 562,00 Fixed overheads FY2019 R90 506,00 FY2018 Fixed overhead as % 72% FY2019 Fixed overhead as % 77%

Additional information on FY2019 Spend
Main "fixed expenses" to take into consideration: ADT Monthly Debit order R ,00 Turnkey Solutions R ,00 Wages (Tyson) R73 086,00 Telephone & Internet R15 028,00 * Electricity and water R14 108,53 Insurance R15 000,00 Motor vehicle lease R24 000,00 R ,53 Guards donations and special rewards are funded from the guards collection account Social event which mainly consists of the guards annual braai is also funded from this account Bank charges are high due to debit orders as well as the amount of transaction per account AFS Expenses do not include annual insurance cost of R15,000 (received late from Alex Forbes) Letaba entrance project to be funded from special donations

FY2020 – Security proposals – contribution voting
With increasing costs it is unrealistic not to have any increase in our monthly contributions Recommendation is to increase levy by R20 per household regardless of the security measure taken Kirstin Bosworth to discuss the security measures in detail

FY2020 – Security proposals – contribution voting

Social events this year
Thank you to the wonderful community members who have supported us in our efforts to create a little bit of spirit at Rocklands Gallo Manor In the past year we have seen a revival of the monthly boot sales which take place every 1st Saturday of the month Annual Halloween event has grown with each passing year Guards braai was a success event with many families joining in Thursday 07 June 2018

Pics from our social events – hoping to see you at the next one.
Thursday 07 June 2018

Canterbury Crescent Culvert

JRA16/62: Canterbury Crescent Bridge
16th of June 2019 Burst Main Water Valve HUGE Cavern under Road Surface Pressure Cracks noted on Road Surface Roadway declared Unsafe by JRA Bridge Project not in 2020 Budget Requires Emergency Funding by JRA 9 to 12 months to complete

JRA16/62: Canterbury Crescent Bridge

Our Action Liaising with JRA and Cllr. Chris Santana Signage
Proper Barricades If you have not already done so, it would HELP GREATLY if everyone submitted their enquiries, complaints and/or comments to and quoting JRA16/62: Canterbury Crescent Bridge as your reference Please CC, copy in, the

Pedestrian Bridge Maintenance
Park #09 Bridge totally rotten (Stormwater) Civils dependent on donated Soil, Rock & JCB Started new build this week JCB will dig new gully in line with drain Landscape after completion Routine annual maintenance on 2 other Bridges Park #04 (Bottleneck) Park #07 (Soccer Field)

Guard Hut & Closures Annual maintenance to commence after Bridges
Guard Huts Letaba drive Hampton Court Palisade Jukskei Avenue Letaba Drive Satara Avenue Park #10 (Chabad) Canterbury Crescent, and Rocklands Family Park Closure Razorwire / Flatwrap, and Closures / Road End maintenance

Blue Pipe Weir

Blue Pipe Weir Project Boundary between Country Club Johannesburg
Located at Rocklands Family park Supports Boundary Palisade & Security Measures Cracked in the center Pressure during Flash Floods Collects Debris Annual maintenance to clear Rebuild and raise Support Columns

Mike Neu-Ner Report on the current status of contributors and non-contributors for the AGM

Overview We have about 268 households, plus a few cottages.
We have 226 (84.3%) contributors, a number which moves slightly every month. This is generally considered a very high participation. For comparison, the highest we ever reached was 246, in In Digby’s days, about 7 years ago, it was just 172!)

Contributors - 226 21 or 9% - contribute less than the prescribed R550 per month. We have 7 super-payers, who pay more than required. Among these, to mention, Chabad and Tudor Lodge – THANK YOU!! We have 81 contributors who “require attention”. Those are people who need follow up, or who are behind with their payments (but normally catch up eventually), or houses that are in transition from one owner to the other. We are having to invest a lot of time in these, so please see that you are not among them!

Non contributors - 42 12 – Economic hardship 5 – rented out houses
25 - Principle

Non contributors - 42 12 of the 42 say:
Let’s focus on them for a moment: why don’t they contribute? There are basically three main reasons: 12 of the 42 say: It is due to temporary financial difficulty, and that they cannot afford to contribute the full amount. Our response to them should be that anyone can afford something: R200 per month, or R100, or even just R50, to show their support. (Or else they should be able to support the scheme in kind.) Not one of them should be taking a free ride!

Non contributors – 42 (continued)
Let’s focus on them for a moment: why don’t they contribute? There are basically three main reasons: 5 of the 42: are houses that have been rented out by their owners, where no arrangement has been made by the owner for the tenant to pay the levy, and where the owner does not pay it either. Note that houses in our area are more sought after, and command a higher rent, due to the security arrangements that we have in place. So, these owners reap the benefits of the scheme, but don’t contribute, thus taking a “free ride”.

Let’s focus on them for a moment: why don’t they contribute? There are basically three main reasons: 25 of the 42 are not contributing mostly for “on principle” reasons. Among these are doctors, lawyers, accountants, professors and several businesses owners who operate inside our enclosed area, and who don’t pay the levy. Talk to them and you will usually get a lecture. But, I think, most are just afraid to commit themselves to the monthly payments, but often have “just one condition” that needs to be fulfilled for them to join the scheme..

Examples are statements such as “I won’t contribute until Jack leaves the committee”, “I won’t contribute until you change ADT”, or that that the scheme is “not legal and 20 years ago I voted against it”). Experience shows that once their “one condition” is fulfilled, they come up with a new condition….. To those who are reluctant to commit themselves, or “on principle” won’t pay the voluntary levy, I say “Wake up!!! Jack no longer even lives in the area……” “The scheme is 100% legal and has the formal approval of the City of JHB”, and that a process to re-evaluate which security provider we use is done by the board once every few years (like it’s being done now), and that we cannot just accommodate every person’s preferences in that respect.

In Summary In summary, to my mind, none of their excuses really hold any water. They are just excuses. And from you I ask, please, help me to help us all by putting pressure on these 42. Not one of them should not be taking a free ride! Thank you

Safety & Security Good evening! My name is Jade Archer 
I am here this evening to present the Report on Safety & Security which forms part of my Duties as your ZFHOA Administrator

David Berkowitz ZFHOA Board Director in charge of Security
for unwavering support through a challenging year! Challenging not because of any great number of Incidents but because of the nature of those Incidents

In 2018, we saw a shift in the nature of crime within our community This shift or Modus Operandi has continued into 2019

2019 Annual General Meeting
Safety & Security 2019 Annual General Meeting

More informal records exist prior to 2001
The ZFHOA have been recording our Security Incidents since 2001 in an Excel Database More informal records exist prior to 2001

The main summary table within the Incidents Database

Each year has a table reporting to the main summary table

For 2018

For 2019

Behind each reported Incident is a Report or File…
Community Notification Site Visit/s Photographs Witness Statements Community Updates FADT & SAPS Liaison Investigation

Let’s look at the past 13 years of Historical Data translated into a Graph

Narrowed down to the past three years, our Security Incidents look like this

The past 36 months… May 2019 had 6 incidents
2 months had 3 incidents each 14 months had ZERO incidents each 8 months had 2 incidents each 11 months had 1 incident each 1 month that had 6 incidents (May 2019) 2 months that had 3 incidents 8 months that had 2 incidents 11 months that had 1 incident 14 months that had ZERO incidents

Infrastructure & Layering
Relationships Education Engagement Infrastructure & Layering and so much more Although this is well below the average for the Sandton SAPS Precinct, we continue to strive to reduce this through…

We strive for continuous self-assessment & improvement!
Electric Fence

Your continuous self-assessment & improvement!
Your Boundary Your Perimeter Fencing/Wall Your Perimeter Security Electric Fence/ Razor Wire Cameras Beams Outside Lights Your Alarm System Panic Buttons Smoke Detectors Your continuous self-assessment & improvement!

A clear line-of-sight is essential for security purposes as it allows for unhindered view of surroundings… Security Patrols CCTV Pedestrians Vehicles Residents This is the primary reason for the maintenance of the 2.8km Security Corridor, on our eastern & northern boundary with CCJ, and the 32,000m³ of Public Property which lies in the heart of this community.

for all the pretty’s & facilities within the Rocklands Parks
Our beautiful community-created Parks are simply a by-product of this essential maintenance for all the pretty’s & facilities within the Rocklands Parks

Reported Incidents in 2018 Unless Trespassing has resulted in an Incident, it is not reported here. Reports of alleged Trespassing, False Alarms & Perimeter Activations are instead plotted separately and HOT SPOTS are identified for increased Patrols and/or further measures.

Deployed in identified HOT SPOTS within Private Property
Bush Camera Reolink Wi-Fi Cameras Monitored VideoFied Cameras Measures which has resulted in ZERO Incidents originating from the Golf Course since the deployment of the these Cameras together with a highly, HIGHLY effective WhatsApp Group of ALL Boundary Residents, FADT, CCJ & other I&AP 1 7 8

of the 7 incidents in 2018… 5 Major Crimes 1 Minor Crime Murder Theft
defined as Murder Rape Robbery - House or Business Assault - Person or Property Hijacking or Attempted Hijacking Burglary 1 Minor Crime Theft Car Theft with no violence Attempted Burglary Theft from Vehicle Trespass

Robbery is defined as when Victim/s are directly involved
Burglary is defined as when Victim/s are away or present (sleeping) but NOT directly involved

2 alleged Suspects were arrested in August 2018
FADT attempted to stop Suspects in driveway but were thwarted A Vehicle chase ensued in the community but Vehicle was abandoned in Usutu Avenue Two Suspects on foot were apprehended by FADT Two Suspects escaped Stolen Goods and 3rd Party Vehicle stolen a week earlier were recovered 2 alleged Suspects were arrested in August 2018

of the 16 incidents in 2019… 5 Major Crimes 11 Minor Crimes
defined as 4 x Robbery 1 x Burglary 4 involved violence 11 Minor Crimes Theft Attempted Burglary Trespass

Violence

Modus Operandi EXTREMELY VIOLENT Want: Safe Want: Gun
Use Residents’ socks to cover hands Want: Safe Want: Gun Modus Operandi Enter in open Doorway/Break-in EXTREMELY VIOLENT Circumvent Electric Fence Want: Cash

What is a Community Crime Prevention Strategy?
Security is a Community effort! What is a Community Crime Prevention Strategy?

A means of developing local Crime Prevention Partnerships
An Action Plan or Strategy to prevent Crime and Violence and reduce Public fear of Crime A tool to bring together different Role-Players involved in Crime Prevention A means of developing local Crime Prevention Partnerships A method to ensure co-ordination & management of Crime Prevention Initiatives A way to identify priority areas & tasks

This is your Homeowners Association’s primary directive as it pertains to the Public and/or Common Areas

Specialised WhatsApp Groups
Critical to the success of our strategy is our effective communication programme setup with Residents in identified HOT SPOTS & ensuring participation of key THIRD PARTY PLAYERS

Communication Program Primary Goals
Integration of Resources Communications Movement Control Sharing of Information Command and Control Pro Active and Re Active Planning SAPS Intervention

CCJ Boundary Security Incorporates ALL Boundary Residents FADT CCJ ORUS Security Group Servitude Security Group WKRRA+ZFHOA+CCJ Woodmead Khyber Rock CCJ Sandton Country Club Estate Ashby Estate Rocklands Gallo Manor 24/7 Security FADT SAPS

Rocklands Report Official ZFHOA WhatsApp Group where ZFHOA Members may join using the Link on ww.zfhoa.com

Announcements ONLY Cool & Social Fun FTTH Security Conversations Resident Patrols Bird Watching Parents and Kids Teenagers

Official communication
bulk SMS newsletter

The success of a Crime Prevention Strategy can often only be measured after an extended period of time  Our Crime Prevention Strategy is a continuous process that has to be sustained in order to remain effective!

Has our Crime Prevention Strategy to date been successful?

We sustain our Crime Prevention Strategy through…
Knowledge & Education Consultation Continuous Evaluation Relationships Implementation Management

Everyone goals should be to continue making an active contribution to the creation of a safer living environment, to make a tangible difference in the lives of those living and working within our community, and to reduce crime!

ZFHOA Community Security Measures
for next twenty-four months

Thank you Community members on social platforms Security Sub-Committee
Request for Quotation Evaluation Committee Community Administrator: Jade Archer Board Treasurer: Grazyna Auf The ZFHOA Board COMMUNITY EFFORT – DEEP GRATITUDE TO ALL INVOLVED AND FOR VOLUNTEERING THEIR TIME, EXPERTISE AND EFFORTS The process to date… A detailed exercise of requesting Proposals from SEVENTEEN Security Service Providers that operate in our larger geographical area was undertaken The SEVEN proposals received were reviewed and scored by our Community Evaluation Committee consisting of 7 members 2 x ZFHOA Board Members 2 x Security Sub-committee Members 3 x Community Volunteers Their findings and recommendations were presented to the ZFHOA Board whom then held Clarification meetings with the two Finalists The ZFHOA Financial Team then crunched the numbers – working on a 87% average of collection For more information on all of the above as well as to review the Documents created during this process, please view the ZFHOA Web Site at

jay.singh@vodamail.co.za – ZFHOA Board Chairman
– ZFHOA Board Vice-Chairman/Security Portfolio – ZFHOA Board Member/Treasurer – ZFHOA Board Member/Membership – ZFHOA Board Member – ZFHOA Board Member/Secretary – ZFHOA Board Member – Security Sub Committee – Security Sub Committee Robert Brigden – Community Member – Community Member Michael Holtzhausen – Community Member – Community Administrator

Considerations Community with personal choice
Patrol vehicle and guarding contract Existing measures Rent-to-own Twenty-four months Monitoring by Service Provider Primary focused on the community layers – CONSIDERING BOARD STILL not dictating to neighbours choice of own private provider THUS moved Patrol Vehicle moved to guarding contract going forward Existing LPR and 4 x Videofied cameras installed and monitoring supplied as value-add, ZFHOA already owns 3 Videofied cameras Going forward, Board explored option to rent-to-own the hardware to keep future hardware costs as low as possible where possible – will still have to upgrade to stay up to date THUS new contract for twenty-four months – last one was three years – as technology fast-changing All monitoring will be undertaken by Service Provider – no private/personal monitoring by community members/remove responsibility from neighbours Will cover finer details per line item as we go through proposals

Guards vs. Automated Booms
Proposal One CONSIDERATIONS Consideration of remaining with same arrangement as now… two Guards on Duty at each Boom Access point with Hampton Court Guard on bicycle during the day to patrol green belts/where patrol vehicle unable to travel OR consideration of having automated booms with only one Guard on duty at each Boom Access point automated booms will be rent-to-own/community-owned after 24 months costs include maintenance and insurance – for FADT (self-covered so falls to ZFHOA) single guard will open booms with remote – no remotes to be issued to community no Log Book anymore as single guard will be managing both entrance and exit access points no more bicycle patrol Guards vs. Automated Booms

x Guards, day shift and night shift 24 hours 59,934.17 73,657.50
x Armed response vehicle with driver/reaction officer Incl. above 2 x Licence Plate Recognition system at Booms 6,148.50 7 x Installed and Monitored Videofied Cameras 803.02 3,911.92 TOTAL PER MONTH for next 24 months 60,737.19 83,717.92 PROPOSED MONTHLY COMMUNITY MEMBER CONTRIBUTION 570.00 680.00 4 x Guards, day shift and night shift 24 hours 47,016.60 50,197.50 1 x Armed response vehicle with driver/reaction officer Incl. above 2 x Licence Plate Recognition system at Booms 6,148.50 7 x Installed and Monitored Videofied Cameras 803.02 3,911.92 x Installed Automated Booms with Maintenance and Insurance 9,729.60 6,975.41 TOTAL PER MONTH for next 24 months 57,549.22 67,233.33 PROPOSED MONTHLY COMMUNITY MEMBER CONTRIBUTION 550.00 580.00 VEHICLE AND ARMED RESPONSE GUARD linked to Guarding Contract LPR cost only if we change Service Providers – new system will be with SNIPR Costs include Installation and Monitoring, Service and Maintenance AUTOMATED BOOMS FADT: 3, p/month Hire Purchase EXCLUDES insurance and maintenance as per Document pg 5 FADT: 3, p/month Maintenance PLUS 2,443 Insurance as per Jade's dd27Jul19 WORSE CASE SCENARIO as quotes for grouping of different items - LPR, 18cameras/7poles and 4booms AND prices quoted only valid for 12 months, excl. increase over 24 months ARES: 76, cost over 24 months (‭3, p/m) PLUS 3, Insurance and Maintenance as per Document pg 6&7

Discussion Motion for PROPOSAL ONE proposed and seconded by ZFHOA Board – floor now open to discussion before we call for a vote

VOTING Let’s cast our ballots on PROPOSAL ONE!

extra 2 monitored cameras installed on a pole at each access point
Proposal TWO Existing cameras installed 2014… REQUIRE NEW INSTALLATION TO MEET PROFESSIONAL REMOTE MONITORING REQUIREMENTS Canterbury Hampton Court – existing two cameras Satara – existing two cameras Letaba – existing two cameras Jukskei Legally advised that 2MP Cameras be selected to stay within requirements of POPI guidelines. extra 2 monitored cameras installed on a pole at each access point

Installed and Monitored 1Pole/2Camera 2MB at each access point
25,821.69 6,948.33 TOTAL PER MONTH for next 24 months PROPOSED MONTHLY COMMUNITY MEMBER CONTRIBUTION 130.00 40.00 FADT will supply own power and data Ares looking to negotiate with closest homeowner for power and data FADT: 5, hardware PLUS 12, monitoring EXCLUDES all maintenance, repair, insurance and software upgrades as per Document pg 7 FADT: 3, Maintenance PLUS 2, Insurance PLUS 1, spares/replace as per Jade's dd27Jul19 WORSE CASE SCENARIO as quotes for grouping of different items - LPR, 18cameras/7poles and 4booms AND prices quoted only valid for 12 months, excl. increase over 24 months ARES: 5 poles at 15, cost each over 24 months (‭79,280‬/24) PLUS monitoring 10 cameras at each (2,645.00) EXCLUDES Data and Power as per Document pg 9 ARES: 200 Data and Elec at each pole for Resident

Discussion Motion for PROPOSAL TWO proposed and seconded by ZFHOA Board – floor now open to discussion before we call for a vote Consider Service Provider choice made in Proposal One – monitoring vs. guarding Service Provider – arguments have been made for same or keep separate

VOTING Let’s cast our ballots on PROPOSAL TWO!

When your Votes are counted, the identified Security Service Provider will be further evaluated against the RISK ASSESSMENT MATRIX by the ZFHOA Board in terms of our Guidelines for Good Governance (see Annexure 1) Especially in relation to the ongoing relationships with our neighbours. And a new contract negotiated.

Board Elections for 2019-2020 Release of existing Board Nominations

Welcome to ZFHOA 2019 AGM 19:00 Wednesday 21 August 2019

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Welcome to ZFHOA 2019 AGM 19:00 Wednesday 21 August 2019

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