Annual General Meeting - Hurlingham · 2017-03-03 · Annual General Meeting WEDNESDAY 15 February 2017 1 . WELCOME HGC HERITAGE FOUNDATION 2 . AGENDA • Introduction & Welcome -

HGC HERITAGE FOUNDATION HGC HERITAGE FOUNDATION HGC HERITAGE FOUNDATION

Annual General Meeting

WEDNESDAY 15 February 2017

1

WELCOME

HGC HERITAGE FOUNDATION 2

AGENDA

• Introduction & Welcome - Stuart Lee

• Chairperson’s Address - Veronica Vurgarellis

• Special Projects - Kerry Chunnet / Carey Else

• AFS & Financial situation - Chris Elfick

• Passing of Resolutions - Veronica Vurgarellis

• Who is Beagle Security - Dave Casey

• Ward Councillor update - Martin Williams

• Q&A

• Prizes

3

Chairperson’s Address

Veronica Vurgarellis

4

Role of the HGC

• The HGC is a not for profit organisation

aimed at achieving improved community

living.

• We do this by facilitating the:

– Consolidating of resources, skills and funds

– Communicating pertinent, relevant and useful

information

– Co-operating with one another to achieve a

common benefit

5

Our focus points during 2016

• Public Benefit Organisation (PBO) Status

– Chris, Welly and Sonja:

– Finances streamlined and in accordance with

SARS requirements

– New MOI for approval- in accordance with how

we operate

• Communication

– Stu, Jacqui and Janine:

– Vibrant street Whatsapp groups

– Regular newsletters

– Website updates

6

Our focus points during

2016 cont…

• Security

– Simon

– Monitoring SLA, vehicle tracking and constant

vigilance

• Environment

– Gerrit and Kerry:

– On-going river maintenance

– Managing a team of gardeners

• Construction and development

– Chris Colebank

– Modi Hospital

7

Our focus points during 2016

cont…

Special Projects

– Nelis Geyer

• New state of the art cameras

• Rosehaven fence project

– with Jason Thom

• Meetings with neighbours - SAPS, City

Parks, red ants and litter projects

8

2017 Initiatives

• Two Major initiatives

Security Reloaded

Hurlingham Community Park

9

Security Reloaded

• Why now?

• How?

• 3 phases envisaged

– Research Phase

• What do our current trends show?

• How do we compare with our neighbours?

• Where are our weaknesses- genuine vs. perceived threats?

• What has been done before- do you have information e.g.

traffic surveys and road closure applications submitted

previously

• Identify independent assessor and determine how to fund

the initiative

– Assess phase

– Implement phase 10

Hurlingham Community Park

• Vision

– The residents' vision for the park is that it becomes a true

community park that is actively utilised by residents and

remains safe, clean and maintained.

• What the residents would like to do with the park

– Fencing the park and controlling access

– Maintenance- trees properly trimmed and maintained;

grass cut; gardens created

– Park equipment, benches and paths can be introduced

– A pop up coffee/ sandwich trolley

11

HGC Environment

and Special Projects

Kerry Chunnet / Carey Else

Gerrit Fourie

12

Original Objectives

• Liaise with authorities to maintain public

spaces

• Monitor general well being of public spaces

Actual Activities

• Manage team to maintain public spaces

due to absence of authorities

• Track and address invasion of vagrants

• Track and address bylaw infringements

• Track and address invasive vegetation

Task identified for

2016/2017

• Maintain verges within the suburbs

• Arrange and execute litter clean-ups

• Arrange and oversee cleanup operations by

Urban Inspectorate

• Collaborate with other stakeholders to erect

fence at Rosehaven park

• Repair existing palisade fence

• Repaint (Phase 1) existing palisade fence

• Various stakeholder meetings to resolve

Hurlingham Park rubble dumping and

vagrancy

Objectives for 2017/2018

• Engage with authorities and stakeholder

groups to establish long term recycling

solution

• Provide appropriate security to assist with

bylaw enforcement within the greenbelt

– Coordinated efforts with BSRA and CRA

• Increase pressure on authorities to maintain

servitudes within greenbelt and public

spaces

Hurlingham Park

Hurlingham Park as it

stands…

recycling

squatters

dumping

removal of park perimeter and illegal parking

overgrown vegetation

unsafe alien vegetation

fallen trees

damage by builders

security risk to properties bordering the park and to passing vehicles

lack of enforcement of by-laws

lack of adequate maintenance by City Parks

recycling

dumping and overgrown

vegetation

dangerous alien trees and

fallen trees

damage from the removal of

park fencing poles and illegal

parking

Our aim: A community park

a facility for community activities

children's playground

benches/picnic facilities

outdoor fitness - walking/running trail, gym

equipment

walking dogs

preservation of the perennial stream/wetland

preservation of birdlife and indigenous

vegetation

education regarding the environment

welcoming entrance and

walkways

outdoor equipment

environmental education

picnic facilities and

education trails

What's required...

regular maintenance – grass cutting, pruning vegetation, clearing litter

removal unsafe alien vegetation

cleaning of the stream/wetland

fencing to protect children/dogs from William Nicol and provide security for surrounding properties and passing traffic at night

pedestrian and vehicle gates locked at night

introduction and cultivation of indigenous vegetation to attract birds

signage governing park usage – no littering, pick up after your dogs

education regarding the eco-system

How do we achieve this…

HGC community support

motivation for our project to City Parks

project plan:

motivation

concept

budget

overcoming City limitations

securing City support for our project and

collaboration in achieving our short term

and long term objectives

thank you…

contact for further information or

volunteering:

Carey 083 444 1712

Financial Report

Annual General Meeting

15 February 2017

31

Outline

• Progress over the last Year

• Contributions Received

• Financial Statements

• Section 18A Status

• Budget for the 2017/18

• Recommended Monthly Contribution

32

Progress over the last Year

• New accountants appointed April 2016

• Implications for section 18A not taken on board

• Meeting with staff showed no understanding of year end reporting implications

• Financial Administration taken over in December 2016 – Processing for current financial year redone to account for

individual contributions

– Statements issued to all residents in January 2017

– Financials for 2015 / 16 reprocessed and audited in January 2017

– Tax returns and submissions brought up to date

• In short, we are now in full control of the financial affairs

33

Contributions Received

• Steady increase from 152 to 167 contributors, out

of 316 known households

• Mix between EFT and Direct Debit

• EFTs can be erratic – recurring payments terminate

• Monthly Statements will be issued to all

households

0

50

100

150

200

250

300

350

Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17

Contributors 2016 2017

Total Contributors EFT Payments Direct Debits Known Households

34

Financial Position

• Accumulated surplus in 2015 / 2016 of R 445 k due

to issues in activation of cameras and therefore

reduced monthly monitoring cost

• Current reserves of about R 520 k at Feb 2017

• Current year just better than breakeven

– Including outlay of R 220 k for camera upgrade taken as

expense

– Still have to manage camera monitoring costs to match

affordability

• Should get an additional bonus from recovery of

taxes paid in last 3 years

35

Inc

om

e S

tate

me

nt

Income Statement 1 March to

31 Dec 2016

Year ended

29 Feb 2016

Year Ended

29 Feb 2015

Income Received 1,265,577 1,276,477 1,202,800

Donation Income 1,104,398 1,220,660 1,130,509

Specific Donations

Fence Donations 118,300 -

Glenlovat Donations 11,579 18,421

Other Income 69,714

Advertising & Marketing 28,947 34,737

Interest Received 2,353 2,659 2,577

Community Service Expenses 1,137,557 751,054 1,103,016

Guarding 733,555 727,858 1,092,326

Repairs & Maint of Infrastructure 230,844 - 10,690

Maintenance of Environment 42,923 3,400 -

Signage 4,656 1,375 -

Specific Projects

Glenlovat 11,579 18,421 -

Fencing Provision 114,000 - -

Admin Expenses 101,396 80,054 159,384

Accounting Fees 62,177 48,205 48,933

Audit Fees 9,120 5,010 6,975

Bank Charges 10,011 1,777 7,729

Consulting Fees 2,634 - 44,819

Fines 1,554 - -

General Expenses 4,620 31,952

Insurance 15,899 18,147 17,836

Secretarial Fees 2,295 1,140

Surplus for the year 26,625 445,369 (59,600) 36

At

31 Dec 2016

Year Ended

29 Feb 2016

Year Ended

29 Feb 2015

Balance sheet

Assets

Fixed Assets 6,519 6,519 6,519

Boom Gates 1 1 1

CCTV Cameras 6,517 6,517 6,517

Fencing 1 1 1

Current Assets 1,071,933 880,603 430,234

Customer Control Account 1,501 - 33,292

Cash and Investments 992,120 813,585 396,942

Standard Bank 904,408 728,625

Standard Bank Market Link 1 7,023 6,481

Standard Bank Market Link 2 70,414 68,204

Std Call Deposit 72 850 73 10,275 10,275

Tax Receivable 78,311 67,017 -

Normal Tax 73,741 73,741 -

Vat / Tax Control Account 4,570 (6,724) -

Total Assets 1,078,452 887,122 436,753

Equity and Liabilities

Equity 527,491 500,866 55,497

Current year surplus 26,625 445,369 (59,600)

Accumulated Funds / (Deficit) 500,866 55,497 115,097

Current Liabilities 550,961 386,256 381,256

CSS Tactical Creditor 418,341 381,256 381,256

Fencing Provision 114,000 - -

Sundry Suppliers 18,620 5,000 -

Total Assets 1,078,452 887,122 436,753

Ba

lan

ce

Sh

ee

t

37

Section 18A Status

• Section 18A status enables all donors to claim their donations against their income tax return

• The company is required to submit a Section 18A certificate after the end of the financial year

• The certificates must show all donations made to the company

• These certificates will be issued in March 2017

• We appeal to all residents to check this certificate carefully. – Any error would mean that there has been a misallocation

of a donation requiring an amendment to both your and another residents certificate

– Please send queries to [email protected]

38

Fence Donations

• Received an overwhelming response to the

appeal for specific donation for the fencing

project

• Received in total R 118 300 from 198

contributors

– Mostly contributions of R 500

– Received 18 contributions of between R 1 000

and R 3 000

• Provision for the Fence at R 114 000

comprising original 50% share of R 92 000

plus additional costs for access gates 39

Recommended Monthly

Contribution

• Contributions to HGC are voluntary donations

• The amount has remained at R 750 for a

number of years

• In order to monitor cameras that are now in

place and to at least maintain current security

service we propose to increase the standard

contribution from R750 to R900 per month,

while maintaining our contributor levels

• With 18A status, the net cost to marginal

taxpayers is R 530 (increase net cost of R89)

40

Bu

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et

for

201

7/1

8

41

Budget for 2017 / 2018 Monthly for

2017 / 2018

Budget for

2017 / 2018

Forecast to

28 Feb 2017

Prior Year

29 Feb 2016

Income Received 146,145 1,753,737 1,502,648 1,276,477

Donation Income 143,000 1,716,000 1,334,398 1,220,660

Specific Donations - - 129,879 18,421

Other Income 3,145 37,737 38,371 37,396

Community Service Expenses 135,126 1,621,510 1,361,885 751,054

Guarding

Vehicle 78,626 943,510 839,758 727,858

Camera Monitoring and Maintenance 40,000 480,000 111,048 -

Repairs & Maint of Infrastructure 230,844 -

Maintenance of Environment 6,500 78,000 50,000 3,400

Signage 4,656 1,375

Specific Projects 10,000 120,000 125,579 18,421

Admin Expenses 8,300 99,600 112,751 80,054

Accounting Fees 4,750 57,000 71,177 53,215

Audit Fees 850 10,200 9,120

Bank Charges 1,000 12,000 10,921 1,777

Consulting Fees - - 2,634 -

Fines - - 1,554 -

General Expenses 4,620

Insurance 1,500 18,000 17,345 18,147

Legal Fees

Secretarial Fees 200 2,400 - 2,295

Surplus / (Shortfall for the period 2,719 32,627 28,011 445,369

Resolutions

Veronica Vurgarellis

42

Financial Resolutions

1. Adoption of Annual Financial Statements

for 29 February 2016

2. Ratification of appointment of J Proudfoot

of JP Audit as Auditor for 2015 / 2016

3. Appointment of J Proudfoot of JP Audit as

Auditor for current year (2016 / 2017)

43

Secretarial Resolutions

1. Adoption of Memorandum of Incorporation

as circulated and authorisation of Directors

to sign on behalf of members

2. Confirmation of appointment of current

Directors and re-appointment of Directors

of the company for coming year

1. Veronica Vugarellis

2. Stuart Lee

3. Llewellyn Watson

4. Chris Colebank

5. Chris Elfick 44

Budget and Projects

1. Adopt a standard Monthly contribution of

R900 per household to enable adequate

camera monitoring

2. Support Project focus

1. Security Reloaded

2. Hurlingham Park Project

45