New residents
0 likes654 views
The document is a letter from the 103 Homeowners Association welcoming a new resident to Forest Glade and providing important information about rules, management, and services. It introduces the Board of Directors and managers, outlines key rules regarding security, levies, waste disposal, parking, gardens, pets, and renovations. It also describes services provided like painting, gardening, plumbing issues, and electricity. The letter encourages contacting the Association with any questions.
New residents
- 1. THE ONE HUNDRED AND THREE HOMEOWNERS ASSOCIATION NPC Forest Glade: Tokai Road, Tokai 7945; P O Box 30231, Tokai 7966; Office Ph: 021-712 3186; 103HOA@telkomsa.net LETTER TO NEW RESIDENTS Dear Valued Resident Welcome to Forest Glade When you have had time to catch your breath and take a good look at Forest Glade you will realise what a beautiful place it is. We are all grateful to be living here and we are working very hard to maintain and improve the Glade and to make it function properly to everybodys benefit. Regardless of the extent of your involvement (and we hope it will increase in due course) there are certain minimum requirements set by the Association to increase the enjoyment of everyone in the community and to avoid friction among residents. These requirements are set out in the Rules, a copy of which will be handed to you together with this letter and we urge you to study it carefully. A copy of the Memorandum of Incorporation governing the Association will also be handed to you. If you find the Rules restrictive at times, remember that they apply equally to everyone and, consequently, they prevent other residents from doing things that might annoy or inconvenience you. As a new resident the most important things you need to know are the following: 1. Board of Directors and Managers Forest Glade is a Homeowners Association managed by a Board of Directors who are voluntary unpaid members of the Association. All other staff and Managers are remunerated. Directors Mrs Barbara Stephenson Dr Loraine Townsend Ms Julie Harrell Mr Des Brown Prof Rosemary Keen Ms Sune Stassen Portfolio Chairperson Vice Chair/ Secretary Accounting Security HR Unit 26 65 87 Contact 082-8255699 021-715-4340 021-712-1589 email conference@b-ancee.co.za lorainejoytownsend@gmail.com hannells@mweb.co.za 16 63 021-715-3955 021-715-4528 rosekeen@telkomsa.net sune@rockcityfoundation.co.za Estate Manager: Mr H (Herman) van Andel: Office Ph: 021-712-3186, Cell: 083 632 3114 103HOA@telkomsa.net The Estate Manager does not live in Forest Glade but will be on site (usually in the office next to garage 74) during weekdays in the mornings from 08.00 to 12.30 only Manager: Finance and Staff Administration Mrs D (Denise) Hughes Home: 021-761 4578 Cell:072 391 0560 Denise also does not live at Forest Glade but will be available in the Office (next to garage 74) usually on Thursdays from 10h00 to 11h00. There is a telephone in the office: 021-712-3186. Correspondence may be deposited in the office post-box or posted to: The 103 Homeowners Association, P O Box 30231, TOKAI, 7966. Garden Manager: Mrs C (Cherrie) Klesser Home : 021-712 0673 Cell : 083-434 9100 Mrs Klesser is available on Tuesdays and Thursdays Supervisor: Mr Hayman Meme: Cell: 072 108 7833 Company registration number 1974/001627/08
- 2. Page 2 2. Dos and donts (See the Associations Rules for more details) 2.1. Security It must be borne in mind that Forest Glade is a gated complex and NOT a security complex. Please report any incidents to Rosemary Keen (021-715 3955) as soon as possible. She is the Director in charge of Security issues. The fences around the property do not provide an impenetrable barrier to criminals. It is your personal responsibility to protect your own property. Entrance gates are closed 24 hours a day and entrance is gained with a remote control. Should you require more than those handed to you by the seller, they are available from Herman van Andel at R150 each. Visitors gain access by dialling your unit number on the intercom at the entrance gate, the call comes to your phone and you enter 9 on the telephone keypad to open the gate for them. If you have contractors working for you when you are not at home you will have to make arrangements with somebody else to let them in and out. Exit for vehicles in units 84-103 is automatic. For units 1 to 83 you will exit with the remote control, but the following procedure for your visitors to exit should be followed: Dial 021 712 3180 into your telephone handset (there is no charge), let the phone ring a few times and then put the handset down. The visitor will have six minutes in which to pass over the free exit loop to open the west gate or the visitor can key in 6789A into the keypad to the left of the gates. There is a pedestrian gate into the forest and keys are available from the Estate Manager at R15 each. 2.2. Levies Levies are due on the first working day of the month. The Association prefers payment by Stop Order or Internet banking. The Associations account number can be obtained from Denise Hughes. The payment th is considered late if paid after the 7 of the month. The following conditions will then apply: Only one reminder will be sent when any levy is overdue. If there is no action before the end of the month, the name of the defaulter and details of the debts will be sent to our attorney. The owner will then become liable for the legal fees involved and these must be included with the payment of the overdue amount (plus interest) to the attorney. Once the matter is in the hands of the attorney the only means of settling the debt is through the attorney. The present levy is R1228.00 per month and appropriate increases are considered at a General Meeting in November each year. 2.3. Domestic and garden refuse Refuse is collected by the Council on Wednesdays, often very early in the morning, so that there is not enough time for us to collect your bags. Collection is therefore done on Tuesday mornings. Refuse placed outside your unit before 08h30 will be removed, provided that it is contained in black plastic bags. If a public holiday falls on a Tuesday we will remove refuse on the Monday. The Council will always remove the refuse on the Wednesday even if it is a public holiday. Refuse may be placed in the trolley bins inside the refuse enclosures at any time. The council will not remove any refuse that is not in the trolley bins. Three bins inside the refuse enclosures are allocated specifically for the purpose of recycling of: a. newspaper b. tins and glass c. plastics. Residents are encouraged to make use of the recycling system but are requested to ensure that all such items are washed before disposal. Please adhere to the signs on the bins as we cannot sort the recycling. Please do not put broken glass in the bin marked tins and glass as the contents are removed by hand. The refuse enclosures/bins are for domestic refuse and garden cuttings only. Builders rubble, large cartons, broken furniture, paint tins and general junk must be disposed of by residents themselves at the official Municipal Disposal Sites e.g. Ladies Mile Road. 2.4. Parking Parking bays are not allocated. Please park in designated parking bays unless all the bays in your area have been taken. Caravans, trailers and boats are not to be parked anywhere in Forest Glade.
- 3. Page 3 2.5. Gardens Please make sure where the boundaries are between your property and the Common Land (i.e. the land between the privately owned erven). (The Estate Agent must of course be able to tell you the size and extent of the property you have bought). Decide whether you want to take responsibility for any additional area developed by the previous owner. If not, please let Cherrie Kessler know so that the Board can decide what to do with it. The planting of inappropriate trees in inappropriate places in the past has caused the following serious problems: extensive damage to surface drains frequent blocking of the sewerage system lopping, trimming and removal of trees shading of neighbours` gardens Because of these problems and the considerable resultant costs and annoyance to residents the Board has now accepted sole responsibility for the planting of trees anywhere in the Glade. If you have any queries regarding the pruning or removal of trees or shrubs in your vicinity please get in touch with Cherrie Klesser. 2.6. Pets Please note that the permission of the Board is required before dogs are brought on to the property. Application forms are available from the Estate Manager and must be sent to the Chairperson. Large dogs are discouraged due to the small private stand sizes that prevail in the Glade and in which areas owners are expected to contain their dogs. Residents walking their dogs throughout the Glade and on common ground must at all times have the dogs on a leash with exception when walking on the open field. Owners are responsible for their pets and their tenants pets and the results of their behaviour. Please read the relevant rules. No fences to contain dogs are to be erected without the permission of the Board. Written application must be made, accompanied by the written approval of the neighbours, together with a sketch showing the proposed layout and the type of fence proposed. Permission will depend on the proposed layout and type of fence, and may well be refused. 2.7. External alterations and additions to houses No external alterations and additions to houses are allowed without the written approval of the Board and the Cape Town Municipality where applicable. Please refer to the rules in this regard. 2.8. Noise Please be considerate. Municipal bye-laws apply. 2.9. Washing Please do not hang out washing where others can see it. 2.10. Associations Workers To ensure optimal productivity we have instructed our workers to accept instructions from management only. Please do not ask them to do odd jobs for you during working hours. Some of them are prepared to work for residents on Saturdays or after work (definitely not during their lunch half-hour, which is illegal). This is, however, a private arrangement between residents and workers. We are sure that, in due course, you will get to understand the reasons for all these rules, and even to welcome them. They are there for your protection 3. Services and how to make use of them 3.1. Painting The Association is responsible for arranging the decorative re-painting of the external walls, excluding woodwork, of all private houses. Garage doors are also treated when the painting is being done in that area unless the garage doors are in poor condition. In such cases the board will recommend that they be replaced or re-decked.
- 4. Page 4 During 2006/7 all units in Forest Glade were painted, in a new colour scheme, at a cost of R7500 to each homeowner. The painting will be done again when it is considered necessary. Please note that The Association is not responsible for repairing structural faults and cracks, or removal of creepers. When necessary, this will have to be done by the owner at his or her expense. 3.2. Private gardens Lawns will normally be mowed once a fortnight but several factors, such as the weather, time of year and availability of labour and equipment, could affect this routine. Lawn clippings will be removed. Hedges will be trimmed when appropriate. Trees will be lopped and large branches will be removed on request, or to prevent growth getting out of hand and beyond the control of our workers. Trees will also be removed where justified although the Association is always reluctant to do this. The approval of the Board, as well as owners likely to be affected, must be obtained. Discuss this with Cherrie Klesser (021-712-0673). 3.3. Clearing of blockages in sewerage pipes. This will be done by Forest Glade workers during normal working hours. The procedure is as follows: During working hours: Let Hayman know. After working hours: The Drain Surgeon (086 175 8623) where we have an account. The Association will pay for this work unless the blockage was caused by the residents, in which case the Association will recover the cost from the owner. 3.4. Clearing of gutters. Gutters on garages will be cleared by our workers, but residents are responsible for the gutters on their houses. If you require assistance get in touch with Hayman. We do not accept responsibility for damage caused to the roof by our men walking on it. 3.5 Water The Association is not involved in the supply of water to each house. The Local Council is responsible for the system up to and including the valve after the water meter beyond that it is the homeowners responsibility. In case of problems telephone the Water Department (Maintenance) Call Centre at 021957-4700. However, we have a separate water distribution system for irrigation. If these pipes are damaged please report it immediately to Hayman or to Herman van Andel. 3.6 Electricity The Association is also not involved in the supply of electricity. If you have electrical supply problems in your house you should get in touch with City of Cape Town Electricity Services. If you have problems with the power supply in a garage please report it to Hayman or Herman van Andel. 4 General If you have a question or want to comment on any issue it should be done in writing. To save time, use our e-mail address 103HOA@telkomsa.net or drop a note in the slot in the door of the office or, if it requires the Chairpersons attention, in her post box number 26. We are sure you will be happy here and we look forward to meeting you. Please contact us if you need any advice or help especially if you are new to Tokai. Yours sincerely, Barbara Stephenson (Mrs.) Chairperson 103 Homeowners Association Forest Glade Tokai.