Delivery of initial guardhouses

Dear Residents

We are excited to announce that the first guard house, at Crown Street, has been delivered on 10 May 2022.

This is the raw structure with the cabling, panels and chemical toilet to be installed from 11 May onwards. We are also aiming to have a guard placed at Crown Street from 12 May.

We expect that additional guard houses will be delivered every few days as funds are collected. We will also be implementing guards as cash is collected. The guardhouses have been sponsored until the collections have been received. 

We have committed to a period of 3 months and the CCTV rental contract can only be signed once we have sufficient Debits Orders (monthly collections in place).

We still have a shortfall to complete the construction (and Phase 2) and would appreciate it if you contribute to Deposit 2 and sign up for debit order information here

Let’s get this done.

Regards

Safewaterkloof Team

Operations/Estate Manager: Job Description

SafeWaterkloof (SW) is looking to fill the Operations/Estate Manager role. This role would include for the following duties:

Operational items:

  1. Complete supervision of all guards at the entrances and patrolling. Entrance Inspections and reporting is up to the standard as agreed in the Site Procedure Manual. (SPM).
  • check their inscriptions into the OB’s and make a list of their late postings; 
  • regular meetings with guards managers to ensure the cleanliness of guards and huts;
  • make the security service providers supervisors aware of any issues raised by the guards, keep a strict but friendly stance with them and ensure guards are supported to do a proper job.
  1. Responsible for visiting each and every incident as soon as humanly possible after it occurred. A complete investigation needs to be completed in writing indicating at least the following:
  • Where?
  • What happened?
  • When?
  • Who was involved?
  • Are the residents’ members of SW?
  • What security company do they belong to?
  • Security in place at the premises?
  • Were the systems in working order?
  • Were the systems activated?
  • How did the perpetrators get entrance?
  • Where and when did the exit?
  • Were they armed and was force used?
  • Where are the people residing on the premises on site?
  • How did they warn the system?
  • What was the reaction and was it correct?
  • What needs to be done to prevent repetition?
  • Update CRM crime database;
  • Photographic evidence;
  • Collation of the SAPS statements for record purposes. 
  1. Attend all the scheduled KPI meetings with the security service providers and are to report specifically on the following:
  • Every incident that happened the previous month in the detail described above;
  • An updated map with all incidents accurately plotted;
  • The exact number of supervisory visits undertaken by the security service provider the past month per gate;
  • Late postings the past month;
  • Checks on the panic systems in the guard huts;
  • Checks on the Radio system and if all radios are working at all times. Check that all stations can hear each other, the control room and the patrol vehicle;
  • Checks that the suspicious vehicle lists are given to the guards and that they are alert to watch out for these vehicles;
  • Is the patrol vehicle cellular phone working and answered when phoned?
  • Are all cameras working and do our Control Room get the signals?
  • Are faulty booms, gates and equipment reported and timeously repaired?
  • How has the system performed the past month?
  • Has every incident been resolved and are the owners satisfied with SW service?
  • What needs to be followed up?
  1. Following up all incidents and tasks by all service providers in the SW area to ensure the work has been done properly, the customers are satisfied and a high-quality operation is produced.
  1. Initiate and maintain a complete intelligence gathering system in SW. This must include workers, maids, children, the guards, the patrol vehicles, etc.
  1. Initiate a “Guard Assistance Program” by members and residents of SW that are prepared to patrol, help with gathering of information, assist during incidents etc. These people must be trained, scheduled and assisted to safeguard the SW. 
  1. Start a radio group and will need to act as the coordinator and trainer.
  1. Responsible for all incidents and emergencies in the SW area and will follow this through until the perpetrators are caught or out of the SW area.
  1. Open direct liaison with the SAPS, CPF and the Metro Police and build up a working relationship with them;
  1. Represent SW on the Brooklyn Sector CPF 2 and 4;
  1. Ensure that all SW members will display member boards and remove those that are not members;
  1. Responsible for visiting all empty stands on a continuous basis and ensuring that no vagrants stay there. Contact owners of empty stands directly and discuss solutions with them;
  1. Visit all building sites continuously, make copies of all workers IDs, take pictures and ensure they are legally on the site. Also liaise directly with the owners and contractors in this regard. Ensure that just the allowed number of people sleep over;
  1. Report any irregularities to the BoD immediately;
  1. Any potential advertising in the area shall be brought to the attention of the BoD;
  1. Attendance at SW BoD- and related meetings, as and when, requested by the BoD of SW;
  1. Be the first line of contact for SW with regard to technical faults reported. 
  • When faults are reported it will be the estate manager’s responsibility to investigate the extent of the problem as soon as possible.
  • It will then be the Estate Manager’s responsibility to either effect repairs as soon as possible, or assess the costs involved if the repairs are not within the scope of his/her ability, and to obtain quotes if external contractors are involved. 
  • It is the Estate Manager’s responsibility to identify any potential defects that may occur and remedy them to prevent any further / lasting damage. 
  1. The estate manager is the key holder of all gates in the estate. When necessary, he/she may unlock the gates either at the request of BoD or in an emergency situation.  At no time may the set of keys be given to any other person without prior permission from the BoD;
  1. Inspection of the structures of the estate on a daily basis is required and to take preventative action to maintain functionality and cleanliness: 
  • Regular testing of gates;
  • Cleaning of gate structures and environment;
  • Checking electricity readings and sending it through to the admin office for payment;
  • Ensure that any Estate repairs are inspected and completed properly and to a good standard;
  • Keep records of all repair work in the Estate;
  • Report any irregularities to the BoD;
  • Report on the monthly “uptime” of each gate;
  • The SW BoD must be informed, at least one month prior, if the estate manager will not be available for any period longer than 2 days. It is also his/her responsibility to contract a suitable replacement to continue with the work in the absence of the estate manager which will be subject to the approval of the BoD. The Estate manager will also be responsible for the salary of his/her understudy.
  1. Management of the petty cash budget;
  1. Attendance of ad-hoc SW Committee meetings for input and presentation of monthly report (format to be agreed);
  1. Attend training courses relating to the estates assets e.g. cameras, etc.;

Technical issues

  1. First line of contact for SW with regard to technical faults reported:
    1. When faults are reported it will be his/her responsibility to investigate the extent of the problem as soon as possible.
    2. It will then be his/her responsibility to either effect repairs as soon as possible, or assess the costs involved if the repairs are not within the scope of his/her ability, and to obtain quotes if external contractors are involved.
    3. It is his/her responsibility to identify any potential defects that may occur and remedy them to prevent any further / lasting damage.
  2. Key holder of all gates in the estate. When necessary, the gates may be unlocked either at the request of BoD or in an emergency situation. At no time may the set of keys be given to any other person without prior permission from BoD.
  3. Responsible to inspect the structures of the estate on a daily basis and to take preventative action to maintain functionality and cleanliness:
    1. Regular testing of gates;
    2. Cleaning of gate structures and environment; 
    3. Ensuring payment of prepaid electricity meters and water sending through to admin office for payment;
    4. Ensure that sufficient airtime is loaded on DDR’sDDRs at sliding- and pedestrian gates;
    5. Ensure that any Estate repairs are inspected and completed properly and to a good standard;
    6. Keep records of all repair work in the Estate;
    7. Report any irregularities to BoD.
    8. Attend SW BoD and related meetings, as and when, requested by the BoD of SW;
    9. Report on the monthly “uptime” of each gate;
    10. SW BoD must be informed, at least one month prior, if you will not be available for any period longer than 2 days. It is the responsibility of the estate manager to also contract a suitable replacement to continue with his/her work in his/her absence. The replacement is subject to the approval of the BoD. The estate manager  will also be responsible for the salary of the understudy;
    11. Communicate any gates “Out of Order” to residents by way of the messaging channels, or alternatively request a Board or committee member to update Messaging channels;
    12. Courteously respond to any technical issues raised by members via eMail, telephone or on the message channels 

Conditions of employment are negotiable. 

Further requirements

  • SAPS clearance
  • no previous criminal records
  • previous employment records

If you are interested in the position please could you apply forward application to estatemanager@safewaterkloof.co.za 

Thanks. 

Regards

SafeWaterkloof Committee

SafeWaterkloof History

It has been a journey that started in July 2017. We have had many obstacles to deal with including a High Court application and 2 applications against the initiative from Rupert Street residents and a resident from Main Street West. 

Here is a link to the order of events of the SafeWaterkloof.

We trust that you would see the reasons for some of the delays we have experienced in getting this project off the ground.

Regards

SafeWaterkloof Team

Financial Update 

We still need approximately R3m for the completion of the construction. Below is a summary of the current status:

Monthly operations

Total cost for operation of the initiative on a monthly basis is estimated at R563,000 broken down as per below:

Debit Order

How much is the debit order? 

R 650-00 pm

We are confident that at least 65% of the residents will be contributing R650 per month.  If we are able to get this number higher we are able to reduce this monthly amount accordingly i.e. if we could get 75% contribution then monthly could be about R550. 

When does it start? 

1 March 2022 for start of operation on 1 April. We need to start the debit orders on 1 March and have the funds in the bank (i.e.debit orders in place) before we can commit to the guarding services on 1 April. 

What does the debit order cover?

Guards, CCTV monitoring, maintenance and insurance, Estate Manager, Levy Administration and Bookkeeping by Paxton, Annual Audit fees, Insurance and Public liability cover for our own NPC, Provision for  our re-application, gate administration, Streetsafe management and a Reserve fund.

This amount does not include armed response. We are still negotiating  armed response monthly amounts from the current providers – this will be in the order of R350 per month. 

How do I sign up for a debit order? 

Documentation on the website, via street captains, at the on site control room in Crown Street, at each guard house.  Here is the link to the debit order form.

How can I cancel my debit order? 

In writing to our administrators Paxton Cerva or contact your bank. Most banks also have the debit order cancel option on their mobile apps. 

If Debit Order is not for you then please consider paying by scheduled monthly EFT. Account details here

Appointment of the guarding and CCTV contracts

Tender process

Safe Waterkloof sent out an invitation to propose on the Guarding and CCTV contracts on 2 April 2021 with a closing date of 5pm on 13 May 2021. 

The original tender documents and specifications can be found here 

  • Guarding
  • CCTV

The following companies were invited for Guarding 

  • Axon 
  • CSI
  • DCM
  • Interactive
  • Fidelity
  • Liquid Gold Security 
  • Securezza
  • TR Group 

The following were invited for CCTV:

  • CSI
  • Ditaba CMS
  • Fidelity
  • Gentech
  • TR Group 
  • Vox 

Shortlisting

Tender packs were prepared by Streetsafe on 7th June 2021. 

The following companies were shortlisted for Presentation. Presentations were given to the committee on 2021-07-27

For Guarding 

  • Axon
  • CSI 
  • Interactive 
  • Fidelity 

For CCTV

  • Fidelity 
  • Vox 

Shortlist presentation

Another presentation was given to including the Stella representatives on 2021-10-25 from the following companies 

  • Axon
  • CSI
  • Fidelity
  • Interactive 

Contract Award

After an extensive decision process Fidelity have been appointed for the guarding and CCTV contracts.

Tomorrow’s newsletter will discuss the interim and operating of the gates.

Regards

Safewaterkloof Team

SW Financials

We sent out a survey earlier this week below is some additional information the community is asking for:

Interim Resident Survey

We sent out a survey on Friday 28 January and these are some of the things that are immediately evident. Based on that response please see the following information:

In light of the feeding on the survey, we’ll be sharing consumable chucks of information on all the topics requested. Please be on the lookout for the information over the next few weeks.

Financials

Attached are the latest financials dated Dec 2022. We should be receiving the Jan final figures next week.

Below are links to the following financial reports

Progress update

See below the planned construction schedule

Regards

Safewaterkloof team

WHA & SafeWaterkloof Management Structure

We sent out a survey earlier this week. Below is some additional information the community is asking for a number of items of information.  Here is a team structure and governance. 

Full Management Structure for WHA is available to download here

SW Directors

The Directors are:

  • Isak Minaar
  • LeRoy Olivier
  • Gretha Uys
  • Ryno De Leeuw
  • Ruan Strydom
  • Greg Palmer

SW Team

Just a real special thanks to the huge team that has been involved on this initiative.

Attached is the list of teams across the Waterkloof Homeowners including SW a sub-committee.  

SW Committee

Special thanks to the many hours your committee has spent over the past 4 years:

  • Rose Williams (Area Captain – Area 3)
  • Eunice van Wyk (Area Captain – Area 4)
  • Corrie Pelser (Area Captain – Area 5)
  • Ruan Strydom (Area Captain – Area 6)
  • Craig Thompson
  • Ryno De Leeuw (Lead Guarding)
  • Nicholas Smith
  • Louis Weitz (lead Newsletters)
  • Lindsay Harris (Lead Coms)
  • Martin Coetzee (lead Legal)
  • Gretha Uys 
  • Laurens Cloete
  • Greg Palmer

Teams/committees

List of teams included:

  • SW Area captains
  • SW Street captains
  • Media team
  • Civil construction team
  • Gate house team
  • Guarding team
  • CCTV team
  • Admin team
  • IT team
  • Finance team
  • Crime team
  • Legal team
  • Embassy team

If you are keen to get involved in one of these areas please us know at contact@safewaterkloof.co.za.  Many thanks

Update December 2021

Dear Neighbours, we trust that you are well.

Welcome to the December 2021 newsletter!!!

Construction Progress

We are pleased to report that construction is progressing well, with most of the full closure areas (11 gates) having received fencing and paving to pedestrian gates.  The following is a summary of the progress made to date (photo album here)

  • Permanent signboards erected;
  • Construction of guardhouse platforms, pedestrian walkway paving;
  • Crosscutting for electricity reticulation;
  • Fencing in Dorado Street next to the dog park and the steel poles for the road closure;
  • Fencing and paving completed for Stella, May, Nicolson (west), Olivier, Clark, Rautenbach, Kloof (north and south), Milner (west), Canopus, Antares, Bootes and Dorado; and
  • Road islands manufactured and painted, and ready to go in. 

We have also received signed agreements for electricity and water supply from most of the residents adjacent to gates and booms where this is required. We would like to thank owners that have agreed to make these essential utility connections at their properties.

Going forward we envisage the following:

  • Installation of the steel islands which have been manufactured and delivered;
  • Erection of the remaining fencing inserts by Fencing Materials in the next few days;
  • Having all the locked gates up and in operation by Dec close;

The islands and their booms will be transported to their spots at the 11 entrances and placed over the holiday period.

The guard houses have not been ordered. We can only order these once Cashflow permits. The preparation will take at least a month to get all the basic material. Placement will happen in month 3 and this means if we order in January, we will have the first guardhouses up by middle March and the last in place by end of April. Therefore the guards can be planned from 1 April 2022.

Main Street Urgent Application

In October 2021 a resident in Main Street (west of Crown Avenue) launched an urgent Court Application in an attempt to prevent appointed contractors from constructing the gates for SafeWaterkloof.  The Application was opposed by SafeWaterkloof and Affidavits filed.  The application was successfully opposed and a cost order was granted in favour of SafeWaterkloof.

SafeWaterkloof Members Meeting and WHA AGM

A SafeWaterkloof residents meeting and WHA AGM will be scheduled for January 2022 to provide feedback to residents and stakeholders, so please look out for notifications in this regard.

Community Event

In January 2022 we will be holding a SafeWaterkloof information event on a Saturday morning, at the corner of Crown Avenue and Main Street.  More details on this to follow in the new year.

Finances

The very real possibility that Safe Waterkloof could be fully operational in March 2022, emphasises the need to secure the balance of the required funding. As reported in our previous communication, the construction that is underway has been made possible through the collection of R8.7million (for all phases) from SafeWaterkloof members, who have paid their first and second deposits. To complete the initiative we require the remaining R3.91 million before Feb 2022. In order to make the initiative a reality and ensure implementation happens as quickly as possible, we urgently need everyone’s continued support and most importantly those residents who haven’t paid deposit 2 yet, to do so.  To date, approximately 57% of the residents have paid deposit 2.  Please pay your deposit 2 today, and should you have any queries, please contact us at contact@safewaterkloof.co.za

A summary of our current finances is as follows:

IF WE DON’T COLLECT ALL THE CASH (another R3.9m) WE WILL HAVE TO STOP CONSTRUCTION. 

Monthly contributions 

Monthly contributions will be R650 per month per residence. This is based on 70% of the residents contributing towards the initiative. Should we be able to secure additional contributing members, the monthly contribution will be reduced further. 

Debit orders 

Debit orders for monthly contributions will commence on 1 March 2022, once the manned gates are operational and guards are in place.  Please complete the debit order form here and return completed forms to contact@safewaterkloof.co.za

Instructions for gate usage 

We will be sending out instructions on the operations of the gates.  The sliding gates will be able to be accessed by a smart app for paying members only. 

Map

Below is a map of the proposed gates. It comprises 21 gates, 6 manned for 24hrs and 5 manned from 6am to 6pm and 10 gates that are either permanently closed or have sliding gates. More information is available at www.safewaterkloof.co.za

Best wishes 

Safewaterkloof team

Construction Update

Dear Neighbours, we trust that you are well.

We are happy to report that the construction phase of Safe Waterkloof continues apace. In the last month we have witnessed the erection of temporary and permanent signboards, construction of guardhouse platforms, pedestrian walkway paving, crosscutting for electricity reticulation, erection of the fence in Dorado Street next to the dog park and the steel poles for the road closure. If you are as distracted as some of our area captains, you may also have had to make a U-turn at one of the now closed exits to Rigel Avenue. Hopefully we will all get used to the new routes that will ensure a safer Waterkloof. 

We have also received signed agreements for electricity and water supply from most of the residents adjacent to gates and booms where this is required. We would like to thank owners that have agreed to make these essential utility connections at their properties.

Going forward we envisage the following:

  • Installation of the steel islands which have been manufactured and delivered;
  • Erection of the fencing inserts by Fencing Materials in the next few days;
  • Having all the locked gates up and in operation by the end of November;
  • Sewerage plans completed by the end of next week for final approval by Council and sewerage wayleave while we get updated quotes from the various contractors that tendered.

Below is the anticipated construction schedule which is aimed at completion by the end of January 2022:

The very real possibility that Safe Waterkloof could be fully operational in Jan 2022, emphasises the need to secure the balance of the required funding. As reported in our previous communication, the construction that is underway has been made possible through the collection of R7,4 million from Safe Waterkloof members who have paid their first and second deposits. To complete the initiative we require another R3.3 million before Feb 2022. In order to make the initiative a reality and ensure implementation happens as quickly as possible, we urgently need everyone’s continued support and most importantly those residents who haven’t paid deposit 2 yet, to do so.  To date, approximately 57% of the residents have paid deposit 2. 

On a different note, a resident outside the Safe Waterkloof area in Main Street West brought an urgent application against SW despite various attempts to accommodate the resident’s concerns. The  matter served in the Gauteng North High Court on Thursday.  After hearing arguments from both parties the matter was struck from the urgent roll with costs awarded to Safe Waterkloof NPC.  There was no judgment on the merits and we remain confident of our position on the matter.

Best wishes

SafeWaterkloof team