Annual General Meeting Overberg Agri Training Hall 11 May 2015

Annual General Meeting
Overberg Agri Training Hall
11 May 2015
L Wessels – May 2015
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Opening and Welcome
Official Reports
◦ Chairperson, FPO & Manager
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Financial report – AFS & Budget
Voting
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Name change
Board members and Chairperson
Amendments to Constitution
Amendments to Rules
Fee increase
Chairperson’s Report
FPO’s Report
Manager’s Report
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Coordination – comms and at events, assist
members to adhere to responsibilities (maps)
Stakeholder engagement – Eskom Transmission,
Agri Associations, WoF, Municipalities, Daff, Cape
Pine, FynbosFire, NGO, National depts, donors,
conservancies, Sanral, Spoornet, Prov Rds
Training – focus on landowner. 350+ trained
Awareness – the responsibilities of landowners
Fire management plans – safer and prevention
Assistance with high risk areas – alien clearing
Facilitate fire breaks – Cape Nature
424 (355 Dec14)
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Paid for 2014/2015:
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507 860 ha of 1,115k ha = 44%
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New members not paid:
Membership numbers:
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CAM
Overstrand
Swellendam
TWK
Other
61
114
79
205
14
34
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Effective FMUs
Better public sector role player awareness and
involvement
Agri Associations – help each other
Warnings and coordination at incidents
Maps and member data
Training – 380+
Awareness – not enough
Fire management plan inputs – fire breaks
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Hell of a ride
Success due to the investment in systems and
process – thank u to the GEF/Fynbos Fire project
Trust given to us by Fire Brigade services and
Cape Nature – valid data
Our partners – Flowervalley, etc
Landowners and FBS prepared to give each other
a chance
FMUs FMUs!
Patience from all parties whilst we were learning…
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Brings the message, efforts and successes of the
members to a greater audience
Adhere to our Sponsors desires
Ensure visibility to be include the FPA when
matters affects our members
Help calm the nerves
Gain financial support – R10 000, CSIR
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Paid advertisement
◦ 8 different local newspapers
◦ most with pre-season article
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Radio Overberg – free worth R7 000p/m
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5min every Monday drive time
15min once a month Friday lunch time with Pierre
30sec advertisement 3x daily for 1 month
Mention on Website, Facebook & Twitter
Will approach WhaleCoast FM and Caledon FM
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Direct contact – phone calls and visits
Bulk SMS – urgent messages, fire updates, warnings
Meetings – Debriefs, LV, on request of self organized
(problem areas, Round table, public sector, AGMs
◦ Other meetings – UFPA, FynbosFire, ABI, FBS
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Website – Members are downloading, not just
membership forms
Facebook – 473 likes. Fire updates and warnings
Twitter – 150 followers. Community and corporate
focus. Help with awareness and sharing of urgent
messages. Fire updates
Financial Report
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Total membership fees
R 396 533.35
◦ Paid by former FPAs R 137 728.05
◦ Paid by new members R 258 805.30
Funds from former FPAs
 GEF Funding till end Mar
 Other
Total
Reserve
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R 90 243.32
R 600 000
R 25 000+
R 1.1 mil
R 436 989.64
PROJECTED INCOME
Annual Fees at new rate
Donations
GEF Funding until December
Interest
Total
500,000.00
10,000.00
600,000.00
18,000.00
1,128,000.00
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Total
+/- R1mil
Extension and other staff R25000*10
275,000.00
Office/Admin/Funding/Data base R14000
172,000.00
Manager R21000
270,000.00
Admin officer R4000
48,000.00
Overtime
20,000.00
Total
R 785 000
Cell phones and contracts and comms
Mapping
Accountant
Training Personnel and members
Red Hot internet Training
S&T
Petty Cash
Advertising
Bank Charges
Membership Fees
Meeting Halls and Food
Laptop Printer and Projector
Entertainment Allowance
Provision for WoF spotter
Total
20,000.00
10,000.00
15,000.00
30,000.00
4,000.00
60,000.00
5,000.00
25,000.00
2,500.00
7,000.00
3,000.00
20,000.00
4,000.00
20,000.00
R 225 500
Discussion and Voting
 Registered
Paid-up members
 As per current constitution
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<10ha = 1 vote
10 – 100ha = 2 votes
100 – 10 000ha = 4 vote
10 001 – 20 000ha = 5 votes
20 001 – 30 000ha = 6 votes
30 001 – 40 000ha = 7 votes
40 001 – 50 000ha = 8 votes
50 001 – 60 000ha = 9 votes
>60 000ha = 10 votes
Name Change
Board members &
Chairperson
Naam / Name
John Albertyn
Pieter Albertyn
Reinard Geldenhuys
Lester Smith
Mavila Manganyi
Peter Viljoen
Jerome Lakey
Bulelwa Msengi
Roger Bailey
Guy Brooke-Sumner
Deon van Tonder
Gerhard van Deventer
John Hauman
Pietersarel de Bruyn
Andries Erwee
Adjunk / Deputy
Marlu Rust
Deon
Geldenhuys
CAM (Voorsitter/ Chairperson)
Te verkies /
To Elect
yes
CAM (Tesourier/ Treasurer)
yes
Overberg CFO/ FPO
permanent
Overstrand CFO
permanent
DAFF
permanent
Area
permanent
CapeNature
Denel OTR
Masindi
Raselabe
permanent
SANParks Agulhas
Anthony Bishop Overstrand/ Gansbaai (old Hagelkraal)
Jakkie de Kock
Johan Kriel
Jaap de Wet
Chris Goatley
Johan Viljoen
Dr Paul Cluver
permanent
yes
yes
Sondagskloof
Swellendam/ Barrydale
yes
Swellendam
yes
yes
TWK/ Babilonstoring
yes
TWK/ Caledon (old OTWK)
yes
TWK/ Grabouw (old TW-Groenland)
Amendments to the
Constitution
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Members responsible to keep us informed of any
changes to their contact details
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Comms is a critical part of our job
b.
Every member is responsible for informing the FPA
General Manager of any changes to the information
submitted on its application form.
The Association cannot be held responsible should any
member information be incorrect at any point and time.
c.
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FMU structure added
Better description of responsibilities as per the
NVFFA
viii.
comply with the requirements of the Act, particularly
in relation to the establishment of fire breaks, the
reduction of fuel loads, the retention of firefighting
equipment and staff, and preventing the starting of
fires on their land or the spread to adjoining land.
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c.
Protect the member – must include rectification
plan
The Association may terminate membership if:
i. a member fails to comply with the rules, and
ii. received a non-compliance notice from the Fire
Protection Officer with an agreed rectification plan.
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a.
Multi year increase request, to enable more
speedy invoicing
The Board from time to time –
ii. may determine annual fees and charges for membership for
more than one financial year at a time,
d.
e.
All fees of the Association must be paid within 90
days of receipt of the invoice.
Any member terminated under Section 11 is
required to again pay the joining fee in order to
restore membership.
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Allow for FMUs
A Fire Management Unit may determine –
g.
i.
ii.
h.
any additional annual or once-off fees, or
an alternative fee structure for its members, notwithstanding the
above, provided that they meet the total membership fee
contribution budgeted by the Board for the members of that Fire
Management Unit.
Any FMU fees as determined under subsection (g) must be
i.
ii.
iii.
decided by the majority of the members of that Fire Management
Unit at a meeting called for that purpose, and
approved at the Annual General Meeting or at a Special
General Meeting called for that purpose, where the basis of the
fee calculation must be included in the proposal that is put forward.
paid directly to the Association unless otherwise agreed between the
Association and the majority of the members of that Fire Management
Unit.
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EXCO renamed Board
a.
The Association will consist of the following
bodies –
i.
ii.
iii.
iv.
v.
The Board
The Advisory Forum
The Management Oversight Committee
The Management team
Fire Management Units
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b.
Private landowners on Board
The Board of the Association
iii. The Board will be convened as follows –
2. The members of the Board, including the Chairperson and
Treasurer, are elected for a period of 2 years, but may stand
for re-election at the end of that period. The membership of
private landowners on the Board will be staggered with 50%
being appointed each year.
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Simplify voting, but still protect the private
landowner
a.
At an Annual General Meeting or Special
General Meeting –
ii.
Votes will be allocated as follows:
1.
<100ha = 1 vote
2.
101 – 3 000ha = 2 votes
3.
>3 001 = 3 votes
iii. Maximum of 10 votes for landowners with separate business
entities (eg. CapeNature)
Amendments to the
Rules
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Needs to be updated and more practical
Currently on changes are to our new name
A workgroup to discuss and prepare new rules for
discussion
Please participate
Fee increase
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Based on approved Services
Started from a very low base
Requests received to investigate a risk base fee model
Property size
Rate
< 100ha
101ha – 3 000ha
3 001 plus
R385
R385 plus R0.80 p/ha more than 100ha
R2 700 plus R0.30 p/ha more than 3 000ha
Municipalities
R3 560
[email protected]
Emergency Number:
Overberg Fire & Rescue:
028 425 1690