1. Annual General Meeting
Thursday, 25 August 2016

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

4. Agenda AGM Protocol About the ZFHOA Chairman’s Report Financial Report
ZFHOA Positioning
Security Update
General Update
Financial Report
FY 2015/16 Financial Report & Statements
Looking Forward
Vote on annual increase in monthly contributions
FY 2016/17 Proposed Budget
Board Nominations and Elections
Q & A

5. Protocol

6. Protocol Attendance Registers Introduction of the Board Members
Introduction of AGM Adjudicator: Mr Harry Rubin
Notice of AGM 22 July August 2016
Confirmation of Quorum
25% of fully paid up households with one vote per household
264 Erven with 240 fully paid up households (240 x 25% = 60)
Paid up Members
Only fully paid up members may vote, propose and second
Proxies

7. Protocol Adjudicator’s role Acceptance of Minutes of 2015 AGM
Ensuring AGM rules are followed
Managing the Board election process
Acceptance of Minutes of 2015 AGM
Questions at the end of the presentation ! ! !
Please identify yourself (Name & Address)
Minutes
Phones on silent please

8. About the ZFHOA

9. 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
Company Secretary appointed in terms of Companies Act of 2008

10. About the ZFHOA 2015 / 2016 Board Members:
Jade Archer (Vice-Chair & Treasurer)
Jay Singh
Johnny Roux (Chairman)
Kjell Hoppenbrouwers
Michael Davidson
Terry Allan
Trevor Sithole
2015 / 2016 Committee Members:
Andrew Wiggett
Rene de Schouwer
Ursula van der Walt
Rene de Schouwer
Ursula van der Walt

11. About the ZFHOA Jac van Niekerk 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:
Premises, Electricity, Telephones, Stationary, Office Facilities & Transportation
Reimbursed for actual expenses incurred such as:
Ad-hoc wages
Petrol for Lawnmower
Parts & equipment

12. About the ZFHOA Company Gardener Tyson Dumani Maintains:
Parks
Entrances
External Pavements
Working hours:
Monday to Friday
07h00 till 15h00
40 hours a week
Ad-hoc work (e.g. Storm damage repairs, etc.) claimed through Jac van Niekerk

13. Chairman’s Report

14. Positioning the ZFHOA It’s no longer 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

15. Crime Stats: 2005 to 22 Aug 2016

16. 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?
Have you reported your security incident to ZFHOA?
Home
Awareness
Home Safety & Security
Discipline

17. 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
Continuous Self Assessment & Improvement ! ! !

18. Security: General CCJ / ZFHOA Boundary
Additional Guard during Festive Season
Cameras in the ADT Patrol Vehicle
Domestic Watch Meetings
Car stickers
Security Protocol at Booms
UPS at Letaba Boom
Lighting at Park #01

19. 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)

20. Other Activities Pilot CCTV Street Lighting Communication
SMS’
WhatsApp Groups s
Sub-committees:
FTTH
Traffic Calming
Playground Equipment / Swings Park

21. FTTH Sub-Committee Several Providers invited via RFP
Vuma eventually selected
Implementation process
Several delays experienced
Infrastructure now in place to enhance security
Brian Seligmann

22. SARs 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
The City of Johannesburg stipulates that “… there are other means of taking ownership of the roads - Lease or Purchase - which should be addressed in your application”

23. Targeted Activities Further Security Upgrades Absent Owner Strategy
Further CCTV Installation at entrances and closures
Improved lighting
Potentially better booms
Smart CCTV Monitoring
Absent Owner Strategy
Implementation of / conversion to Accounting Package
More Socials

24. Security Provider RFP Sub-Committee Formal RFP Process Four contenders
24/7
7 Arrows
ADT
Savika
Evaluation criteria included items such as
Functionality Scorecard
Price Comparison
Guarding Services Comparison
Service Level Agreement Comparison
Value Added Services Comparison
Further negotiation

25. Security Provider RFP Outcome
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
Videovied Monitoring
Dedicated ZFHOA contact person

26. Security Provider RFP Outcome
ZFHOA Members
Annual increase: R % = R
Saving of R per month

27. Financial Report

28. FY2015/16 Financial Report Circulated via e-mail on 1 August 2016
Bank Account Balances as at 29 February 2016:
Current Account R
TOA (Investment) R R
Concerns
Stability of Income
Major Income and Expense Cycle Dates

29. Concern: Stability of Income

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

31. Concern: Stability of Income

32. Concern: Inc. vs Exp. Timing

33. 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
Institute an additional Debit Order run for those unable to pay early

34. Expenses (detailed)

35. Expenses (summarised)

36. Auditor’s Report Circulated via e-mail on 1 August 2016 Mr Harry Rubin
Acceptance of the FY2015/16 Financial Statements?

37. Thank you to Mr Harry Rubin

38. Looking Forward

39. 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 )

40. Taking Ownership
Branding our Community
Becoming “an Estate”

41. A Vision / A Future

42. A Vision / A Future

43. A Vision / A Future

44. Branding Research
In the 1850's, farms in this area around Sandton comprised of various farms, Zandfontein, Driefontein, Rietfontein and Witkoppen although small portions of other farms are included in the Sandton municipal area these four comprised most of the town. Each of these farms comprised of about 4,000 morgen in extent and, because the Highveld is not suitable for intensive farming without the use of sophisticated machinery, the major portion of the land was left unspoiled.
In 1906, Sir Thomas Cullinan, industrialist, building contractor, soldier and politician who is best remembered as the discoverer, promoter and part-owner of the great diamond pipe east of Pretoria that became the Premier Diamond Mine, of which he was chairman for 21 years, acquired ROCKLANDS.  He paid 18,700 British Pounds for a 364 hectare portion of the Rietfontein farm, a particularly attractive stretch of Highveld country, which included Khyber Rock, Woodmead East and West and a portion of the northern part of GALLO MANOR.

45. Branding Research
The homestead at Rocklands was constructed of corrugated iron and Kimberley brick and had been built by, and for, the British troops in Anglo- Boer War.  For a time it was a quarter-way house for the changing of stage- coach horses on the way to Pretoria - the next change being at Halfway House (Midrand).
Sir Thomas Cullinan offered Rocklands to his sister-in-law, Mrs Winifred Berrington, in order for her to launch a farming career and to create opportunities for her family. The Berringtons arrived at Rocklands in the early 1930's, taking over the farm which, at the time, was a Dairy.  The soil was impoverished and Mrs Berrington had to spend a great deal of money on fertilisers in order to grow mealies, vegetables and fruit.

46. Branding Research
Mrs Berrington was very sociable and, over time, Rocklands developed into a tea-garden which was very fashionable in Johannesburg in those days, where families enjoyed time out in the country as a treat. 
Other tea-gardens were established - Sleepy Hollow, Rivonia, Pilkington's Tea Garden at Benmore Farm and the Good Hope Tea Garden , which was later transformed into the Balalaika Hotel.
Today, these areas make up Sandton suburbia,  comprising of Woodmead, Khyber Rock and Gallo Manor.

47. A New Identity…

48. Playground Equipment / Swings Park
Sub-Committee
Detailed proposal compiled
Vision includes:
Removal of old unsafe equipment
Repair / Improvement of some existing equipment (Foefie Slide, Trampoline & Tyre Walk)
Addition of new equipment (Wooden Jungle Gym, Metal Climbing Frame & Roundabout)
Creation of a sports area with soccer goals
Creation of a bike track
Upgrade of the braai facilities
Appeal to Community for Funding & Resources
Communication via

49. Looking forward Arbor Day The Rocklands Mile Walking / Running Routes
Social in the Park
Sponsor a tree (labeled with sponsor and tree name)
The Rocklands Mile
Walking / Running Routes

50. The Rocklands Mile

51. Walking / Running Routes

52. Vote on Annual Increase in Monthly Contributions

53. Proposed Budget Zandfontein Farm Home Owners Association
*** Annual increase of R40 to R440 (10%) ***
BUDGET for the period 1 March 2016 to 28 Feb 2017
2015/16
Roll Over
Mar-16
Apr-16
May-16
Jun-16
Jul-16
Aug-16
Sep-16
Oct-16
Nov-16
Dec-16
Jan-17
Feb-17
Mar-17
INCOME:
92 400
99 000
99 001
99 002
Subscriptions
Interest
Other:
EXPENDITURE:
78 190
75 790
94 898
90 166
93 566
89 107
94 507
81 707
Bank Charges
2 679
2 947
34 292
Insurance, Audit & Legal
2 000
5 000
17 000
26 000
Park and Environs
2 550
2 754
32 436
Park Equipment Maint
17 601
1 000
12 000
2 800
46 401
Printing & Stationery
3 000
600
3 600
4 800
13 200
General Expenses
847
915
10 776
Electricity
900
10 800
Repairs, Maintenance & PROJECTS *
6 000
45 000 *
Bowling Paving Project
CCJ / ZFHOA Boundary Project
4 600
21 200
Other (to be determined)
8 000
Security ADT
56 764
61 305
91 305
Security Other
3 750
4 050
47 700
Security Rewards
Security Donations
Donations transferred to Guards A/C
Security Access Restriction / Application to Lease
53 550
9 000
71 550
Residents Sticker Protocol
3 800
7 600
Domestic Watch
Telephone/Travel
Wages
6 700
7 236
85 224
PROFIT / LOSS:
74 951
14 210
-8 790
16 610
-2 498
2 234
5 434
-6 707
9 893
4 494
17 294
29 362

54. Proposed Budget Zandfontein Farm Home Owners Association
BUDGET for the period 1 March 2016 to 28 Feb 2017
Mar-16
Apr-16
May-16
Jun-16
Jul-16
Aug-16
INCOME:
92 400
99 000
EXPENDITURE:
78 190
75 790
94 898
90 166
93 566
PROFIT / LOSS:
14 210
-8 790
16 610
-2 498
2 234
5 434
*** Annual increase of R40 to R440 (10%) ***
Sep-16
Oct-16
Nov-16
Dec-16
Jan-17
Feb-17
Mar-17
99 000
99 001
99 002
89 107
94 507
81 707
-6 707
9 893
4 494
17 294
29 362

55. Annual Levy Adjustment
Current contribution is R 400 per month
We propose an increase of R 100 per month
Reasons
The negotiated ADT saving
Annual increase: R % = R
Saving of R per month
We need to build our reserves
We need to fund for the future vision

56. Proposed Budget Zandfontein Farm Home Owners Association
*** Annual increase of R40 to R500 (25%) ***
BUDGET for the period 1 March 2016 to 28 Feb 2017
2015/16
Roll Over
Mar-16
Apr-16
May-16
Jun-16
Jul-16
Aug-16
Sep-16
Oct-16
Nov-16
Dec-16
Jan-17
Feb-17
Mar-17
INCOME:
84 000
Subscriptions
Interest
Other:
EXPENDITURE:
78 190
75 790
94 898
90 166
93 566
89 107
94 507
81 707
Bank Charges
2 679
2 947
34 292
Insurance, Audit & Legal
2 000
5 000
17 000
26 000
Park and Environs
2 550
2 754
32 436
Park Equipment Maint
17 601
1 000
12 000
2 800
46 401
Printing & Stationery
3 000
600
3 600
4 800
13 200
General Expenses
847
915
10 776
Electricity
900
10 800
Repairs, Maintenance & PROJECTS *
6 000
45 000 *
Bowling Paving Project
CCJ / ZFHOA Boundary Project
4 600
21 200
Other (to be determined)
8 000
Security ADT
56 764
61 305
91 305
Security Other
3 750
4 050
47 700
Security Rewards
Security Donations
Donations transferred to Guards A/C
Security Access Restriction / Application to Lease
53 550
9 000
71 550
Residents Sticker Protocol
3 800
7 600
Domestic Watch
Telephone/Travel
Wages
6 700
7 236
85 224
PROFIT / LOSS:
74 951
5 810
8 210
-6 166
-9 566
6 793
23 393
2 793
17 993
30 793
1 393
53 358

57. Proposed Budget Zandfontein Farm Home Owners Association
BUDGET for the period 1 March 2016 to 28 Feb 2017
Mar-16
Apr-16
May-16
Jun-16
Jul-16
Aug-16
INCOME:
84 000
EXPENDITURE:
78 190
75 790
94 898
90 166
93 566
PROFIT / LOSS:
5 810
8 210
-6 166
-9 566
*** Annual increase of R40 to R500 (25%) ***
Sep-16
Oct-16
Nov-16
Dec-16
Jan-17
Feb-17
Mar-17
89 107
94 507
81 707
6 793
23 393
2 793
17 993
30 793
1 393
53 358

58. Annual Levy Adjustment
Vote on annual levy adjustment
Adjustment will take effect on 1 September 2016
Debit Orders will automatically be adjusted
Remember to adjust EFTs / Scheduled Payments
Ongoing appeal to those willing or able to contribute more to please do so

59. Board Nominations & Elections

60. Current Board Steps Down
Current Board Members:
Jay Singh
Michael Davidson
Terry Allan
Johnny Roux (Chairman)
Jade Archer (Resigned)
Kjell Hoppenbrouwers (Resigned)
Trevor Sithole (Resigned)
Current Committee Members:
Andrew Wiggett
Rene de Schouwer
Ursula van der Walt

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

62. Available for Election (Articles allow for 7 Directors)
Howard Snoyman
Jay Singh
Johnny Roux
Michael Davidson
Michael Neu-Ner
Rene de Schouwer
Terry Allan
Ursula van der Walt

63. Q & A

64. Thank you !