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Friends of Moreleta Kloof

Minutes of : The Annual General Meeting (AGM) of Friends of Moreleta Kloof (FMK)Held at : Rademeyer’s Chapel, Moreleta KloofDate : 10 October 2012 Time: 18:30 – 20:30

Name Abbreviation TitleRequired: Sarel van der Merwe SvdM FMK Chairman

Johan Visser JV FMK Financial DirectorAndrew Meyer AMR FMK DirectorJeannie du Plessis JdP FMK DirectorDeirdre van Helsdingen DvH FMK Director (apology received)Marissa van Rooyen MvR FMK Secretary (apology received)

By Invitation: Adelene Marais AM City of Tshwane Nature ConservationJohan Prinsloo JP City of Tshwane Nature Conservation (apology

received)Ernst Retief ER Birdlife SAJan de Koster JdK FMK Project Manager

Apologies: Deirdre van Helsdingen DvH FMK DirectorMarissa van Rooyen MvR FMK SecretaryAnnetjie Marais Friend of Moreleta KloofIna Rowles Friend of Moreleta KloofJohan Prinsloo JP City of Tshwane Nature ConservationMarietjie Fischer Friend of Moreleta KloofElmarie Venter Friend of Moreleta KloofChris Patton SAN ParksHannetjie Liebenberg Friend of Moreleta KloofMaggie Burger Friend of Moreleta KloofMarion Mengell Friend of Moreleta KloofEngelina Kgopane Friend of Moreleta Kloof

Attendees: Eric Nefdt Friend of Moreleta KloofAdelene Marais AM City of Tshwane Nature ConservationMarie van der Merwe Friend of Moreleta KloofElanza Nefdt Friend of Moreleta KloofLizel van der Merwe Friend of Moreleta KloofPierre Steenkamp Friend of Moreleta KloofMornay du Plessis Friend of Moreleta KloofJeannie du Plessis JdP FMK DirectorMonisha Basdoo Friend of Moreleta KloofErnst Retief ER Birdlife SAJudy van Eeghen Friend of Moreleta KloofMarion Edwards Friend of Moreleta KloofSarel van der Merwe SvdM FMK ChairmanTina Roux Friend of Moreleta KloofPaul Edwards Friend of Moreleta KloofJan de Koster JdK FMK Project ManagerAndrew Meyer AMR FMK DirectorJohan Visser JV FMK Financial DirectorEddie Botha Friend of Moreleta Kloof

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Item # Description Responsibility1. Opening, welcome and confirmation of agenda SvdM

SvdM opened the meeting at 18:30 and welcomed the attendees.The agenda was unanimously approved by the meeting.SvdM invited the meeting to add points to the agenda if required, but no further points were proposed.

2. Attendance, apologies and proxies AllAttendance and apologies were noted as recorded above.The following proxies were received:

a. From Prieur du Plessis to Jeannie du Plessis to vote on his behalf.b. From Deidre van Helsdingen to Andrew Meyer to vote on her behalf.

3. Approval of the minutes of the previous AGM: 4 October 2011 AllSvdM presented the minutes of the previous AGM and the requested the meeting for approval these minutes.The minutes of the AGM of the FMK of 4 October 2011 were unanimously approved by the meeting.

4. Chairman’s report SvdMSvdM presented the FMK chairman’s report which covered the following:

a. Overview and status of FMK activities of the past 12 months.b. Highlights.

i. Jevon Prinsloo Trophyii. Sensory trail project approval and fundingiii. Grant from RMB of R185000. SvdM extended a special thanks to

Ernst Retief of Bird SA for his special role in obtaining this funding.c. Concerns.

i. Condition of the palisade fence. SvdM requested members to come forward to contribute in any way in the maintenance of the fence. This is a major undertaking for the City of Tshwane Nature Conservation and the FMK.

ii. Construction work at Rubenstein and Blouhaak streets. Adelene Marais (AM) of the City of Tshwane: Nature Conservation explained that due to a process of declaring the present sewage contractor insolvent a delay in the completion of this work is experienced, but that the City of Tshwane is attending to this at present.

iii. City of Tshwane: Nature Conservation limited budget. SvdM nevertheless thanked AM and the rest of the City of Tshwane Nature Conservation team for their great effort within which the Moreleta Kloof would not be able to survive as a pristine green area.

The chairman’s report is attached for reference purposes.5. Overview and approval of financial statements JV

a. 2011-2012 financial statements.i. JV presented the FMK 2011-2012 financial statements. These

financial statements will be made available on the FMK website.ii. The meeting unanimously approved these financial statements.

b. 2012-2013 budgeti. JV presented the FMK 2012-2013 budget.ii. The main component of this budget is the construction of the initial

phases of the sensory trial consisting of the bird hide, toilet and rest deck area and parking area. (All mentioned facilities will accessible by wheel chair and will be suitable for use by the visually impaired).

iii. Specific donations allocated for the sensory trial plus the donation

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Item # Description Responsibilityfrom RMB will be utilised for this initial part of the project. A shortfall of R8109 is however foreseen to complete this part of the project if only the mentioned allocated funds are considered. (See attached sensory trial budget for reference.) The meeting however unanimously agreed that this shortfall can easily be made up by further donations, which are expected during the construction phase, or failing this, by making use of funding allocated for maintenance work, which can be postponed.

iv. The meeting unanimously agreed that in view of 5.b.iii above the contract to provide the temporary toilet will be cancelled with immediate effect and were possible maintenance work, which could have an effect on the sensory trial project, will be postponed.

v. SvdM stressed that the budget presented by JV does not reflect the full cost of the sensory trial project as a number of professional services were provide at no cost. SvdM extended a special thanks to the following individuals who, amongst others, contributed in this regard: Ernst Retief, Regional Conservation Manager Birdlife SA. Chris Barnes of Barnes & van der Walt Architects (architectural

drawings of bird hide and toilet and deck area). Dr Pieter Aucamp of PTERSA – valuable inputs to the

Environmental Impact Assessment. Chris Patton of SAN Parks. Tommy van Deemter of Aurecon (several drawings required for

project approval and other services). Tinus Prinsloo, Adelene Marais , Johan Prinsloo and other

members of City of the Tshwane Nature Conservation team responsible for Moreleta Kloof.

Jan de Koster (project plan and project management) Individual services and contribution from each FMK director.

vi. The meeting unanimously approved the 2012-2013 budget under the provisos of paragraphs of 5.b.iii and of 5.b.iv above.

c. Vote of thanks to bookkeeper and auditors.i. The meeting thanked JV for the preparation of the financial

statements and budget and the auditors were thanked for the audit performed as well as the preparation of the financial statements for the meeting.

d. Appoint/confirm bookkeeper and auditor for next year.i. The meeting unanimously re-appointed CMV Auditor as FMK

auditors for the next financial year.6. Moreleta Kloof projects and activities All

a. Discovery and sensory trial development project.i. Project plan

The project execution plan dated January 2012 has been officially approved and sign off by the FMK chairman, a representative from the Rademeyer’s Restaurant and a representative from the City of Tshwane Nature Conservation. The approved project plan is available on the FMK website for reference purposes.

ii. Project donation registerThe present donation register shows that funding of R65891 is available for the project (this forms part of FMK’s approximate R112000 positive bank balance). The further commitment from RMB (via Birdlife SA) presently makes R250891 available for the

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Item # Description Responsibilityinitial phases of this project.

iii. Status All plans required for the initial phases of the project have been

drawn up. Based on these plans a letter, dated 4 October 2012, was received from the City of Tshwane Environmental Services Department approving the development of the discovery and sensory trail at the Moreleta Kloof Nature Reserve (based on the approved project plan and submitted drawings).

Quotes have been received for the initial phases of the project which cover Phase 1, Phase 3 and part of Phase 2 of the approved project plan.

The quotes received cover the following:o The bird hideo The toilet and rest deck areao A parking area to give wheelchair accessibility to the bird

hide and toilet and rest deck area. As soon as the funds from RMB have been released contracts

will be put in place to start with the construction work as mentioned above.

b. FMK membership projecti. It was discussed that the limited number of FMK members are of

concern and that this should be specifically addressed by the board of directors and that a director should be assigned the responsibility to address this issue.

ii. Suggestions were made to increase the annual membership. Andrew Meyer however point out that donations form the major source of income for the FMK and that an increase in membership fee would not have a substantial impact on FMK’s income.

iii. It was also suggested that advertising the additional benefit of FMK membership such as free visits to nature reserves could motivate people to become Friends of Moreleta Kloof.

iv. More discussions and specify actions on FMK membership and marketing will be addressed at further FMK director and FMK member meetings.

c. FMK marketing project(s)Along with canvassing for more FMK members the meeting agreed that projects should be undertaken to promote the Moreleta Kloof Nature Reserve. The meeting stressed that the following should however be kept in mind:i. Access to the Kloof should remain restricted.ii. Only persons with the interest of the Kloof at heart should be

encouraged to join the FMK.iii. FMK member should specifically be encouraged to get involved

with and participate in activities that benefit the Kloof.iv. Access to the Kloof by large organised groups will be subject to a

strict approval process involving City of Tshwane Nature Conservation as well as the involved parties such as FMK and Rademeyers, and activities that will be detrimental to the Kloof, will not be allowed.

d. Clean-up, clearing of invader plants.This is an on-going effort done under the guidance of City of Tshwane Nature Conservation. Jeannie du Plessis was specifically thanked for her

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Item # Description Responsibilitycontribution in this regard, as well as the persons who donated their time and services for this effort.

e. Palisade maintenance.If was stressed that the palisade needs urgent maintenance in some areas and that this remains an on-going concern. The City of Tshwane Nature Conservation stated that they, funding permitted, would help in this regard.SvdM appealed for help in this regard and said that he could be contacted by persons who would like to help. He can supply the paint specifications and colour of the paint that should be used.

f. City of Tshwane Nature Conservation inputsAdelene Marais mentioned that organisational changes in their department could have an influence in the input that they could provide, but that the exact nature of this change is presently unknown and that these change could even be to the advantage of the Kloof.

7. Confirmation / election of directors and resignations SvdMa. The resignation has been received from Marissa van Rooyen as FMK

secretary. With regret the meeting accepted the resignation with a special word of thanks from SvdM for the excellent service that Marissa has given the FMK over the past number of years.

b. The following directors were unanimously re-elected by the meeting as FMK directors for the next term of office:

i. Sarel van der Merweii. Jeannie du Plessisiii. Johan Visseriv. Andrew Meyerv. Deidre van Helsdingen

c. Eric Nedft was proposed as a further director of the FMK. Eric accepted the nomination and was unanimously elected by the meeting as a FMK director.

d. During the next director’s meeting, after this AGM, the chairman of the board of directors will be elected and portfolios of responsibility will be allocated to each director.

8. General AllNo additional items were added to the agenda

9. Next AGM AllThe date for the next AGM has not been fixed. The FMK will be notified by e-mail. Secretary

Meeting adjourned at 20:30.

Minutes of meeting approved by:

__________________________Sarel van der MerweChairman of FMK

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Attachments:1. Chairman’s report: October 20122. Sensory and discovery trial budget: 2012-20133. AGM attendance list: 10 October 2012

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ATTACHMENT 1: CHAIRMAN’S REPORT: OCTOBER 2012

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ATTACHMENT 2: SENSORY AND DISCOVERY TRIAL BUDGET:2012-2013

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ATTACHMENT 3: AGM ATTENDANCE LIST: 10 OCTOBER 2012

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