POMA CHAIRMANS REPORT

TABLED AT THE ANNUAL GENERAL MEETING HELD AT THE YACHT CLUB ON WEDENSDAY 16TH NOVEMBER 2011

A very warm welcome to each and every one of you.
Especially the visitors who have taken the time to attend this morning.
I trust that you will find the proceedings interesting and informative.

POMA, in an attempt to improve communication to Port Owen residents, has in the past two years held feedback meetings where an open invitation was extended to all interested parties to attend. Sadly these meetings were, to say the least, not well attended and have done nothing to stop the accusations by a handful of people that we do not communicate.  As most of you probably know, in terms of our articles of association, POMA consists of representatives from the various Port Owen member organizations, listed below.

The above board which is constituted from every single organization with 50 members or more in Port Owen, is fully representative of the Port Owen community and providing the various directors keep their organizations fully informed of all the developments within POMA, where nothing is kept secret and they  have full access to all the information,
And, the various member organizations in turn keep their members informed via newsletters and other methods there is absolutely no reason why communication from POMA should not be considered more than adequate.

POMA respects the autonomy of the various member organizations and has no desire to minimize their importance and credibility or to undermine their authority by communicating directly to their constituent but we will maintain a website which will be kept up to date and be accessible to all. We will also be placing articles in the local press from time to time.

Port Owen residents who don’t belong to any of these member organizations have only themselves to blame if they are not kept up to date with POMA activities. However they can still visit the Website for the most recent developments.

Finance & Administration.

Our Financial Director, Mrs. Sandra Crafford, will be tabling a more detailed report later, but in the meantime some background to the numbers.

Major expenses necessitated by repairs and modifications to our dredger placed a severe strain on our cash flow and resulted in us overspending  on the budgeted amount for dredging this year. Fortunately we were able to affect savings in other areas which were transferred to the dredger budget and this will tide us over until the Municipal grant brings relief.

We wish to express our gratitude to the Municipality for increasing our annual Municipal grant from R550,000 to a very welcome R660,000. which will be paid out before the end of 2011

The sludge dam which was meant to be used for one or at most two years only has also required expensive attention and will continue to do so until all bagged walls have been replaced by concrete resulting in a much improved lifespan of the dam.

Although all of this has had a considerable negative impact on our financial reserves, I am pleased to report that we are still looking quite healthy however, everybody concerned is aware of the need to be frugal and to exercise financial discipline.

We have now started doing the bulk of our banking electronically which has resulted in significant savings on this expense. Systems and rules to safeguard this practice have been introduced and are operational.  

As is the case with cheques no transfer may be made unless a requisition stating the reason for the expense, the amount and supplier is signed by the appropriate director and attached to the invoice.

We have started paying the outstanding SARS tax in instalments but are investigating why we as an article 21 Company are being taxed at all.
At this stage we are unable to report any progress in this area.

One repayment of R170, 000 has been made on the dredger loan and we anticipate no difficulties in meeting future commitments.     

Dredging

Errol Ribbink, assisted by Alan Dunlop will be reporting in more detail.

One cannot overemphasise the positive impact that Errol Ribbink, Frank Stuyck and more recently Alan Dunlop’s efforts and input has had on the dredging exercise and on behalf of the POMA Board and also the Port Owen community, I wish to  thank them again for their unselfish, enthusiastic and , most of the time, uncomplaining approach to this challenging task.

There has been a steeper, more expensive than expected learning curve but they have tackled each and every challenge with enthusiasm and, more importantly, produced positive results.

It is probable, that we will continue to have unexpected expensive repair as well as maintenance costs but these will be negligible if compared to the cost of engaging contractors to do the job.

All of this confirms my belief that the decision to purchase our own dredger was the right one.

Private Open Spaces

All the Private Open Spaces are being maintained in a satisfactorily condition. To date we have had no further feedback from the Municipality concerning the complaint from Mrs. M Tiedt re the open space next to the property belonging to the Baxter Trust in Elizabeth Ave. East.

Maintenance & Major Works

Because we believe that the Canal and Marina are the lifeblood of Port Owen. Dredging has been receiving priority. However, an urgent need to repair some of the Canal retaining walls is now receiving attention and we expect to have all of these repairs done by the end of the year.

The Concrete slab in the water at the end of the slipway which was temporarily fixed with sandbags last year is in need of more permanent repair. However there are only about two to three days a year that the water is low enough to enable work to be done on the project and we will wait for this extra low tide before proceeding.

Alan Dunlop has recently agreed to take over the Major works portfolio and has undertaken to, depending on the availability of funds, address all other necessary repairs as and when they occur.


Private Jetties

A number of jetties were approved during the year and all/any deviations from the POMA documented standards for private jetties were extensively discussed before receiving board approval.

Legal Affairs

Peter Marshall has studied the new companies act in as far as it affects the POMA directors and it appears that there will be little change to the status quo.
For the sake of transparency though, all POMA Directors are required to declare, in writing, all assets or income derived from their association with POMA.

New Projects

Admiral Island Home Owners Association have changed their regulations regarding the parking of trailers on the Island. It appears that this practice will be allowed in future.
This alleviates the pressing need which POMA had to provide all year parking for boat trailers. However there will still be pressure during peak periods and we have identified the area so successfully used during the Bergriver Canoe Marathon for this purpose.

Al Viljoen has tabled various options and plans aimed at providing additional berthing in the Marina. The board has agreed to proceed with building a jetty at the outer end of Juliet jetty. Two jetties have already been sold and paid for. The money from this sale will be utilised to build further jetties as we dismantle Juliet. Monthly rental for the space occupied by the sold jetties will still be charged

Any and all revenue received from this sale will be “ring fenced” for exclusive use on marina jetty development costs which will mean that future expansion should be largely self financing.

Safety & Security

We will again secure the services of a security company during the December peak period which, combined with promised increased patrols by the South African Police, should reduce the risk of theft in and around the Marina.

Al Viljoen has introduced an automated website based system which enables people going to sea to comply with SAMSA requirements and also, at a nominal monthly charge, provide security on their boats.


Municipal Affairs

As a goodwill building exercise, a very successful meeting was held with the Deputy Municipal manager and senior councillors on the 8th of November 2011. After the meeting they were treated to some snacks and refreshments and were taken on a tour of the Marina and Loop where the areas of POMA’s responsibilities were pointed out and explained to them. Our gratitude to Frankie and Sandra for their efforts in this regard.    

Berg River Canoe marathon

Weeks of preparation resulted in a most successful event which elicited wide spread praise for POMA’s efforts for a change. The organisers were very happy with the venue and the outstanding co-operation from the Police, Municipality and Traffic department and have indicated that we can look forward to future Berg River marathons finishing in the East Basin




Conclusion

The year ahead will present many challenges but with the support of the dedicated, capable and committed POMA board members, our secretary and staff which it is my privilege to serve and be associated with, I foresee little trouble in coping.

There will be no monthly meeting in December so at this stage may I wish you and your dear ones a blessed Christmas and a rich and rewarding New Year.

Thank you.

Johan Otto

MARINA DREDGING
REPORT TO ANNUAL GENERAL MEETING, 16TH November, 2011.

I refer to the APPRECIATION that was tabled at the Board Meeting held on 19th October, 2011 this is a supplement to that report.
1)    The 2011 dredging season extended from 1 April 2011 to 7th October, 2011, working Monday to Friday each week.
2)    A channel was dredged 503 meters along the loop from the East entrance to the Marina, ending at a position between stands 2872 and 3456 which is about 60 meters short of our goal for this season. In addition to the 503 meters we dredged 80 meters at the West entrance to the Marina to bury the dredging delivery pipe, a 50 meter stretch from the East entrance of the Marina to the river buoy and a 50m X 20m area for Mr. Jan van Dijk’s jetty.
3)    Our calculations suggest that 19 000 tons of silt have been dredged out this season.
4)    BRICKOR trucked away 1208 tons from the settling ponds.
5)    Hours dredged per month were poor early in the season due to mechanical problems, thus only 14 hours were dredged in April but this improved to 164 hours in September, the last full month.
6)    This experience showed the importance of mechanical reliability, as a result we are conducting an overhaul of the machinery to restore worn parts and replace unreliable parts. This preparation of the dredger is done with the goal of reliable operation and hence long hours per month from the start of the season next year.
7)    It is also imperative that we remove the silt which has accumulated in the dam because the silt has reduced the dam capacity to at most four hours of dredging. We may not drain from the dam until about one hour after the tide has turned at sea. we are not permitted to drain the dam during summer months at all so we propose to back act the silt from the dam and truck it away. We expect that we will also have to make and operate a bucket and drag line with a winch, this will be investigated and budgeted for consideration and approval of the expenditure by the Board.
8)    Assuming we achieve reliable operation next season we will be able to dredge double the length that we achieved this year, namely 1 400 meters. Additional dredging in a few critical areas will probably be required.
9)    This second season with the dredger has ended with substantial assets consisting of the dredger and its appurtenances, a barge, over 1.6km of delivery pipe, two settling ponds and silt dam, a container for tools etc. and use of a 3 inch Warman type mobile pump. In addition we have a dredging team, established operating procedures and experience in this activity of unique engineering challenges and harsh conditions.
10)    For the totals on the dredging operation during this financial year I must refer to the financial report to show capital expenditure and operating costs.

During this off season costs on the dredger are budgeted to be : -
Capital expenditure         R 25 180
operating costs         R 12 250
TOTAL off season        R 37 430

Estimated costs on remaining dam walls : -
Capital expenditure        R 70 000
Labour            R   5 000
TOTAL off season dam    R 75 000

The estimated insurance value of the dredger and equipment is : -
Dredger:             R950 000
Pipes                R250 000
Barge & 2 motors        R  28 000
Container & contents    R  10 000
3” Warman pump & motor    R  45 000
TOTAL insurance value    R1 283 000

29 June 2010

To Residents and Boat Owners of Port Owen and Admiral Island

DREDGING ACTIVITIES

As part of its ongoing waterways maintenance program, POMA will shortly be commencing with dredging activities in the loop canal. There will be some unavoidable disruption to boating activities and residents near the dredging and disposal sites will be subjected to the nuisance of additional noise and traffic.

We wish to apologise in advance for any inconvenience and ask you please to be tolerant whilst we work at improving our waterways.

Regrettably, POMA will be obliged to close the entrance to the main basin to all boats from Monday morning to Friday afternoon every week until the end of October. The entrance will be open over weekends.

During the week, small motor-boats will be able to access the river from the main basin via the loop canal. However, please take care when passing the dredger as there will be cables between the dredger and the bank on both sides. Please attract the attention of the dredger operator and wait for his OK before you pass.

The pipeline will cross Admiral Island Boulevard and a ramp will be constructed over the pipeline to allow traffic to pass. Residents in the area are asked to take care when traversing this ramp.

Should anyone have any queries with regard to the dredging, please contact POMA using the above contact details.
Bevan Hall (Chairman)

Poma Newsletter, December 2009

New Directors

A few new directors were appointed to the board at our AGM in October. POMA welcomes them and wishes them well in their term of office. The board of directors for 2009/2010 comprises:-

Dredging

The first phase of our dredging program was successfully completed in the middle of October and a professional survey shows we now have a deep water channel into the Marina. It was a pleasure to see the largest keelboat in the Marina heading out at low tide the other day, without getting stuck in the mud - the ultimate test!

POMA wishes to thank all those who have at some stage or another been involved in the dredging program. Space does not permit us to name everyone involved, nevertheless their contribution was much appreciated.

Thank you also to the boat owners and the property owners who were inconvenienced during the dredging operations for their patience and understanding, particularly the residents of Sheila Avenue.

Now that we have a nice deep channel that is clearly marked, boat owners are asked to please use it, even those with shallow draught boats. Using the channel will help keep it clear, whereas going to one side or the other will disturb the sediment and the channel may silt up quicker.

Boat owners are also requested not to tie up to the buoys that mark the channel. The ground tackle is adequate for the buoy alone but if a vessel is tied up to it, the buoy could be dragged out of position.

POMA has still to conduct a Dredging Impact study to assess the impact of the dredging operations on the aquatic life of the river. This will be done during December and again in February. We do not expect any problems in this regard.

The dredging committee is now planning for the next phase of the dredging program which will be in the loop canal. Funding permitting, we hope to start this in April or May next year.

River Markers

Although it is not within POMA's mandate, we have provided and maintained the buoys that mark the safe water channel in the river. Unfortunately, four or five of these buoys have gone missing in the last few months and must be replaced. POMA would also like to place another six buoys between the East and West entrances to the Marina to guide boats through this dangerous stretch of river.

These buoys cost POMA about R2000 each and we are appealing to any persons or organizations who would like to make a contribution to this effort to please contact Bevan Hall at 022 783 1406

Sekuriteit

POMA moet elke jaar duisende rande opdok as geval van vandalisme hoofsaaklik deur nie-inwoners gepleeg veral gedurende skool vakansies en naweke.

Hierdie geld kon meer nuttig bestee word om geriewe te verbeter en uit te brei. Verskeie gevalle van diefstal is ook aangemeld in die seiljaghawe gebied aan veral bote.

Die punt is nou bereik dat POMA bestuur tesame met ander belanghebendes ernstig moet oorweeg om duur, permanente sekuriteits maatreels te tref waarvoor fondse gevind sal moet word.

Intussen word alle Port Owen inwoners se hulp gevra om die bestuur van inligting te voorsien wat gebruik kan word om oortreders te identifiseer. Veral fotos sal baie nuttig wees.

POMA Activities

Since the beginning of the financial year in July, POMA has completed the following work

• Revised the Articles of Association of POMA
• Revised the Private Jetty Agreement
• Drawn up guidelines for private jetty design
• Published a Berth-holder's Charter
• Negotiated an agreement with the municipality for future funding
• Set up a website
• Built a semi-permanent settling pond for dredged sediment
• Landscaped the banks of the settling pond
• Installed a new water metre to serve sprinklers around settling ponds
• Dredged a channel into the main basin
• Re-layed the brick paving around East Basin
• Installed security lights on the jetties around the main basin
• Repaired Delta, Echo, Foxtrot and Golf Jetties
• Provided additional berths on Echo and Foxtrot Jetties
• Purchased and installed several new mooring poles
• Repaired a number of vandalized blue lights
• Repaired the sprinklers around East basin and the main basin
• Trimmed the palm trees around the main basin
• Placed signs at each of the private open spaces
• Put together an emergency response kit including pollution control
• Established an emergency response team
• Held a public meeting to discuss POMA's activities

This is in addition to the normal day-to-day business of running and maintaining the area under POMA's control. Granted, some of these achievements have been in the pipeline for a while, but it is gratifying to see them come to fruition.

Website

Our website has been updated and now contains almost everything you wish to know about POMA. So far we have had the following 'hits':-

If you have any good digital photos of Port Owen or Velddrif, why not submit them for inclusion in the gallery. And if you have a business in the area, we can provide a link to your website for a nominal annual fee. Contact Alan Biesheuvel on 082-895-5593 for further information.

Emergency Response Team

POMA has established an emergency response team to deal with any emergencies that may arise in our Marina. This team comprises three tiers, the first tier being a small group who know what must be done and whom to contact for any particular type of emergency.

The second tier comprises people who will physically assist in the handling of the emergency and the third tier comprises 'spotters' who are persons who live on the water's edge and can raise the alarm in the event of an emergency.

The first tier team, who are the people to contact in an emergency, consists of:-

We still need additional volunteers for the second and third tiers. If you would like to help, please give your names to Alan Biesheuvel on 082-895-5593.

Private Open Spaces

Signs have been erected at each of the private open spaces under POMA's jurisdiction to try and control the parking of vehicles and the dumping of garden refuse on these sites. The private open spaces are intended to provide access to the waters edge for residents who do not have waterfront properties.

POMA would be grateful if residents living close to these areas would assist in keeping them clean.
Click here for guidelines on 'adopting' a private open space.

Berth-holder's Charter

A berth-holder's charter is a document that sets out what the marina operator offers the berth-holder in return for his berthing fee and is quite separate from the Berthing and Waterways Regulations.

The Royal Yachting Association (RYA) in the UK has a template on which to base such a charter and this, together with a charter from the largest marina in the UK, was used as a basis for setting up the POMA Berth-holder's Charter.

Our charter was sent to the RYA for review and, whilst they cannot give us a certificate, they have nonetheless given it their approval....

Public Meeting

POMA has decided to hold a meeting of all persons with a bona fide interest in the waterways soon after the AGM every year to give people the opportunity to ask questions or raise any matters of concern regarding the Marina.

The first of these meetings was held on 24th October and was attended by 32 interested persons. In an informal atmosphere with coffee and sandwiches to hand, Bevan Hall, chairman of POMA, talked about the work that POMA was busy with and answered questions.

It was generally agreed that it was a worthwhile meeting and we look forward to doing it again next year. In the interim, if you have any questions or wish to make any suggestions regarding the operation of the Marina, please contact POMA.

Seasons Greetings

The directors and staff of POMA would like to wish you all a blessed Christmas season and a happy and prosperous New Year. Take care on the roads.