PORT ZIMBALI ESTATE HOME OWNERS ASSOCIATION (NPC) (Registration Number: 2006/008435/08) ACCREDITATION POLICY ESTATE AGENTS MEMORANDUM OF INCORPORATION ( MOI ) SCHEDULE 5 - RULES Certified an original extract from RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015 SEPTEMBER 2015
ACCREDITATION POLICY FOR ESTATE AGENTS (Letting and Selling) 1. INTRODUCTION 1.1 Residents choose to reside in Port Zimbali Estate owing to its peaceful and secure surroundings, while owners/members choose to invest in Port Zimbali Estate owing to intrinsic value properties on Estate. It is refore duty Association to ensure protection resident s privacy and security on one hand, and to ensure maintenance and improvement value owner s/member s investment on or. 1.2 It is however also right of each owner/member to dispose of or let his/her property in Port Zimbali Estate, but this right must be executed with minimal disturbance, inconvenience and with no breach in security to and for or owners/members in Port Zimbali Estate, in process also ensuring zero compromise of property values in Port Zimbali Estate. 1.3 To achieve above objectives, access to Estate should only take place under a securitised and controlled environment, latter being achieved by not only regulating number of active Estate agents having access to Estate, but also by regulating nature ir activities while on Estate and when formulating and finalising sales agreements with prospective new owners/members. Details regulations are contained in Accreditation Policy for s detailed below. 2. ACCREDITATION POLICY ( Agency hereinafter refers to both Estate Agency and its specified agents, as case might be) 2.1 Accreditation is a necessary requirement for an Agency to sell or let a property within Port Zimbali Estate. RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015
Page 2 of 6 2.2 Application for Accreditation 2.2.1 An Agency requiring accreditation must apply to Association using prescribed accreditation application form. Application for accreditation can advisably include a business portfolio and/or profile Agency, but it must include copies identity document and current Fidelity Fund certificate issued by Estate Agency Affairs Board of South Africa ( EAAB ) principal agent Agency and Agency s current Fidelity Fund certificate issued by EAAB. 2.2.2 Upon being advised provisional acceptance of an application by Association, to complete and finalise accreditation process Agency must provide Association with following: 2.2.2.1 A duly initialled and signed original Agency Accreditation Undertaking. 2.2.2.2 Documentation pertaining to each estate agent (including Principal Agent only applicable if Principal Agent will also be active as selling Agent on Estate) for which accreditation is required, namely: Agent accreditation application form, Copy identity document, Digital/Electronic passport sized photograph, and Agent s current Fidelity Fund certificate issued by EAAB. 2.2.2.3 Payment accreditation fees due to Association. 2.3 The policy provides for two variations of Accreditation, namely: 2.3.1 Full accreditation 2.3.1.1 An Agency must apply for Full accreditation to Association. 2.3.1.2 The maximum number of Agencies that may hold Full accreditation is four. 2.3.1.3 The maximum number of agents per Full accredited Agency is three (including Principal Agent only applicable if Principal Agent will also be active as selling Agent on Estate, orwise maximum number of agents is two). 2.3.1.4 Accreditation of an Agency valid for a period ending on last day of February of year following year during which accreditation was approved, unless accreditation was approved during month of January in which case Accreditation of an Agency valid for a period ending on last day of February year during which accreditation was approved, and reviewed on an annual basis by Association, provided a fresh application for Accreditation by relevant Agency to renew is timeously received. 2.3.1.5 Every agent issued with an access card (not a disc) depicting a photograph agent and relevant detail of both Agency and agent. RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015
Page 3 of 6 2.3.1.6 The Association will only consider applications for marketing signage boards that may be attached to boundary wall at entrance to Estate from fully accredited agents once Association has approved such application, cost of which for account Agency Association s rights reserved in all applicable instances/aspects. No or marketing signage is allowed. 2.3.1.7 Access to Estate daily from 07:00 to 19:00. 2.3.1.8 Full accredited agencies are automatically also accredited for letting. 2.3.1.9 Show days Should an agent wish to hold a show day, following will apply: 2.3.1.9.1 The relevant agency/agent s Accreditation with Association must be current and valid; 2.3.1.9.2 The relevant agency/agent s fee account with Association must be up to date; 2.3.1.9.3 The relevant agent must, within seven days prior to show day, meet with Estate Manager to make suitable arrangements with him for event from a security, resident inconvenience and temporary signage point of view. 2.3.1.10 The Association will recommend to members/owners to utilise services of Full accredited agencies. 2.3.2 Partial accreditation Partial accreditation is subject to policy governing Full accreditation, except that Partial accredited agencies/agents are not allowed to attach marketing signage boards attached to boundary wall at entrance to Estate, are not automatically accredited for letting and are not allowed to hold show days on Estate. 2.4 Generic policies/rules applicable to accreditation 2.4.1 No Agency may commence with execution of its selling mandate unless it is in receipt of an Accreditation Certificate issued by Association. 2.4.2 Accreditation Certificates are issued by Association in its sole discretion to an Agency and specifically to Agency s specified and dedicated agents in terms of and as depicted in relevant applications made. 2.4.3 Accreditation Certificates may be revised/reviewed at sole discretion Association and may also be withdrawn should Agency fail to comply with provisions Rules Association and/or conditions contained herein. 2.4.4 Validity of Accreditation is subject to following: 2.4.4.1 Certificates not to have expired details per accreditation variation; 2.4.4.2 Current and valid fidelity certificates to be in possession Association; 2.4.4.3 Up to date payment monthly accounts raised against Agency; RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015
Page 4 of 6 2.4.4.4 Satisfactory conduct of agents and prospective purchasers/guests brought onto Estate. 2.4.5 It is Agent s responsibility to ensure that accreditation requirements remain current. 2.4.6 Agents shall at all times, whilst within Estate, have available ir relevant Port Zimbali Estate issued access cards issued by Association, and shall produce se for inspection at request Estate Manager, a Director Association or any one security officers appointed by Association. Agents shall accompany prospective buyers to show units on show days or for normal viewing purposes such buyers must be registered at gatehouse as visitors, Agent being present in person at gatehouse for such registration to take place. 2.4.7 The Agency must acknowledge that, notwithstanding any mandate it may have with an owner/member Association to sell ir property, that should Association withdraw Accreditation; Agency will abide by such withdrawal, impact of which will include no furr access to Estate. The Agency agrees that it will have no recourse against Association and/or its members, and as such holds m harmless in this regard. 2.4.8 The following rules apply to letting, namely: 2.4.8.1 The Association must be provided with a copy relevant lease agreement, signed by member and his/her tenant, and such lease period may not be shorter than 6 months. The Association has procured a generic lease agreement specific to Association and Estate that can be utilised by members/agencies for this purpose. 2.4.8.2 The lease agreement must specifically provide for beneficial rights Association in so far as that tenant (and as such also his/her family members, visitors and staff members): 2.4.8.2.1 Undertakes to adhere to and obey Conduct Rules, a copy of which must be provided to tenant; and 2.4.8.2.2 Acknowledges that content Conduct Rules is understood. 2.4.9 Agents and ir prospective clients enter Estate entirely at ir own risk and y indemnify Association and its members, employees, contractors, directors, agents or assigns against any claim of any nature whatsoever (of person or property) that may arise during ir visit to and on Estate and in course of utilising Estate s infrastructure. 2.4.10 Documentation 2.4.10.1 The Agency shall provide any purchaser or tenant with a copy Memorandum of Incorporation Association as well as RULES. The Agency acknowledges that se may be amended from time to time by directors and refore it accepts responsibility to ensure version in possession is most recent version. 2.4.10.2 The agency undertakes to ensure that all potential new members/owners Association are au fait with contents Memorandum of Incorporation Association as well as RULES. RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015
Page 5 of 6 2.4.10.3 The Agency acknowledges that Association has its own attorneys who eir tend to registration of transfer, or, if seller so chooses, who act in a supervisory capacity on behalf Association. Should seller wish to appoint an alternative conveyancer to tend to registration of transfer, cost of supervision by Association s attorneys for seller s account. The Agency agrees to inform any seller of this provision/condition. 2.4.10.4 The Agency agrees to use Deeds of Sale prepared by Association for selling purposes and agrees to ensure that a copy most recent RULES is attached to relevant Deed of Sale for signature purposes. No or sales agreements are acceptable. The following Deeds of Sale are applicable and must be utilised as case might be, namely: 2.4.10.4.1 Offer to Purchase First Sale Stand 2.4.10.4.2 Offer to Purchase First Sale Dwelling 2.4.10.4.3 Offer to Purchase Re-Sale Stand 2.4.10.4.4 Offer to Purchase Re-Sale Dwelling 2.4.10.5 Deeds of Sale, Memorandum of Incorporation Association and Association s RULES are distributed in electronic (.pdf) format only. The documents are also available for download from Association s website www.pze.co.za 2.5 Accreditation fees and costs 2.5.1 Upon approval of accreditation, accreditation fees come payable. The Association will invoice Agency accordingly on a monthly basis and payment is required on receipt of such invoice. All payments are to be made electronically into banking account Association. Agents will not be invoiced separately and Association will not accommodate any request in this regard. 2.5.2 The following fees are applicable, amount of each being set annually by Board of Directors Association, in ir sole discretion, for implementation on first day of March of each consecutive year, namely: 2.5.3 New Agency accreditation assessment fee initial fee applicable with every new application received and approved; 2.5.4 New Agent accreditation assessment fee initial fee applicable with every new application received and approved; 2.5.5 Existing Agency accreditation assessment fee annual fee applicable with every renewal application received and approved; 2.5.6 Existing Agent accreditation assessment fee annual fee applicable with every renewal application received and approved; 2.5.7 Monthly Agent administration fee monthly administration fee applicable to every agent of an agency accredited with Association; RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015
Page 6 of 6 2.5.8 The cost of an Association access card applicable to every agent of an agency accredited with Association in instances of first issue, replacement issue and annual renewal reof. 2.6 The following rules apply to marketing signage: 2.6.1 Permanent signage 2.6.1.1 Permanent signage may only be erected for duration accreditation period. 2.6.1.2 Situate at designated area at entrance to Estate. 2.6.1.3 Divided into four sections, of which one section, as and when indicated by Estate Manager, may be utilised by Agency. 2.6.1.4 The logo and name Agency, toger with name of a related agent and a contact number may be displayed on board. 2.6.2 Temporary signage 2.6.2.1 Applicable to show days only temporary signage may not be erected under any or circumstance. 2.6.2.2 Three signs boards, flags, bunting and banners are allowed along access road outside Estate between circle and entrance to Estate, subject to municipal regulations, on condition se are removed when show day times have expired. RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015
Port Zimbali Estate Home Owners Association (NPC) Registration Number: 2006/008435/08 ACCREDITATION UNDERTAKING By (hereinafter, toger with its specified accredited agents referred to as Agency ) of: (business address) Telephone No: Fax No: Cell No: E-mail: In favour of Port Zimbali Estate Home Owners Association (NPC) (Registration Number: 2006/008435/08) ( Association ). The Agency wishes to market properties of owners and/or developer within estate and Association wishes to regulate selling and marketing processes for benefit of members Association. Therefore Agency agrees to be bound by content Memorandum of Incorporation (referred to as MOI ) Association (incorporating RULES Association) content of which Agency, by virtue of its signature to this agreement, acknowledges that it is in possession of a copy MOI and acknowledges and confirms its full understanding reof. Signed by AGENT at on this day of 20. AGENCY PRINCIPAL (Duly authorised) Witness PO Box 8307, Centurion, 0046 Telephone (012) 644 1411 Facsimile (086) 647 4644 217 Emerald Avenue, Lyttelton Manor X3, E mail: finserv@hoa.co.za Centurion Managing Agent: Financial Services Providers (Pty) Ltd - AT Jevon (Managing) Estate Manager: Rob van der Velde Directors: MN Blanché; CF Cloete; AP Dicks; FvH Fourie EA Hall; AT Jevon; OV Jevon; A Pottas; GH Welsh
Port Zimbali Estate Home Owners Association (NPC) (Herein also referred to as "PZE HOA") Registration Number: 2006/008435/08 (Port Zimbali Estate herein also referred to as "PZE") Estate Agency Accreditation Application Type of accreditation applied for: Full Accreditation (Please insert a "X" in appropriate box) Partial Accreditation Completing this application form and providing it to Association does not guarantee approval of accreditation or type of accreditation applied for. It is merely a pre-requisite for accreditation to be considered by Association and/or its mandated agent. Complete and e-mail toger with relevant attachments to: finserv@hoa.co.za Name and registration number of business entity in which Estate Agency trades: (Attach copy of current EAAB Fidelity Fund Certificate of Estate Agency) Trading name of Estate Agency (if applicable) : EAAB membership number of Agency: Full name and identity number of Principal Agent: (Attach copy of identity document) (Attach copy of current EAAB Fidelity Fund Certificate of Principal Agent) Cellular number: Business address of Estate Agency: Postal address of Estate Agency: Telephone number: Fax number: E-mail address: Number of s (including Principal Agent, if applicable) for which accreditation is required: (Subject to maximum numbers per type of accreditation) Total number of months accredited at PZE: Total number of successful transfers in PZE: Total number of or estate accreditations: Total number of successful transfers in or estates: Certificate I, Principal Agent Estate Agency, hereby acknowledge and confirm my understanding and acceptance conditions and policies relevant and applicable to ACCREDITATION at PZE, as resolved and amended by members of PZE HOA from time to time, details of which were fully described in RULES of PZE HOA that was provided to me. I hereby agree to abide to subject conditions and policies and understand that continued Accreditation at PZE is conditional reof. I certify that information provided herein and attached hereto is true and correct in all aspects. DATE Signature of Principal Agent
Port Zimbali Estate Home Owners Association (NPC) (Herein also referred to as "PZE HOA") Registration Number: 2006/008435/08 (Port Zimbali Estate herein also referred to as "PZE") Accreditation Application Type of accreditation approved for Agency: Full Accreditation (Please insert a "X" in appropriate box) Partial Accreditation Every, employed by or contracted by/to an Estate Agency for which Accreditation at PZE has been approved, for which accreditation is required must complete this form. Approval accreditation of an agent is in sole discression PZE HOA. Complete and e-mail toger with relevant attachments to: finserv@hoa.co.za Name and registration number of business entity in which Estate Agency trades: Trading name of Estate Agency (if applicable) : EAAB membership number of Agency: Date of approval of Accreditation Agency by PZE HOA: Full name and identity number of Agent: (Attach copy of identity document) (Attach copy of current EAAB Fidelity Fund Certificate of Agent) Cellular number: Telephone number: Fax number: E-mail address: Total number of months accredited at PZE: Total number of successful transfers in PZE: Total number of or estate accreditations: Total number of successful transfers in or estates: Certificate I, Agent Estate Agency, hereby acknowledge and confirm my understanding and acceptance conditions and policies relevant and applicable to ACCREDITATION at PZE, as resolved and amended by members of PZE HOA from time to time, details of which were fully described in RULES of PZE HOA that was provided to me. I hereby agree to abide to subject conditions and policies and understand that continued Accreditation at PZE is conditional reof. I certify that information provided herein and attached hereto is true and correct in all aspects. DATE Signature of Agent DATE Signature of Principal Agent
PORT ZIMBALI ESTATE HOME OWNERS ASSOCIATION (NPC) (Registration Number: 2006/008435/08) SECURITY POLICY AND PROCEDURES ESTATE AGENTS MEMORANDUM OF INCORPORATION ( MOI ) SCHEDULE 5 - RULES Certified an original extract from RULES Approved by Board of Directors on 24 July 2015 Adopted by Members Association on 19 September 2015 SEPTEMBER 2015
Page 67 of 100 4.3.8 Re activation of Live-in Re-activation Live in Domestic s: Cards : The Estate Manager will, by no later than 2 weeks prior to expiry ex piry Live Live--in in Domestic, provide provide Resident Resident with with aa printout depicting details Live-in Live in Domestic about to to expire. expire. The The Resident Resident must must sign sign and and date date subject subject printout, printout, after after making making amendments amendments to to printout printout if necessary, necessary, and reafter return it to Estate Manager for capturing, where after Live-in Livein Domestic re-activated re activated for a furr 6 months. 4.3.9 The costs for printing, issuing and registering Live Live-in in Domestic s, which for Owner s account, as follows: 4.3.9.1 New Live-in Live in Domestic Domestic Access s Cards will be printed, printed, issued issued and and registered registered at at aa cost cost of of R150 R150 per Live-in Live in Domestic ; and Re activation will not bear any cost. Re-activation 4.3.9.2 4.3.10 4.4 Should Association elect to fine a Live-in Live in Domestic for a transgression of any any RULE RULE contained contained in in MOI MOI of Association, Association, such such fine fine will be recovered recovered from from Resident. Resident. The The System provides for blacklisting blacklisting of of an an individual individual Ass Association ociation will, in its sole sole discretion, discretion, apply apply blacklisting blacklisting feature feature to to an an individual, individual, such such application application of blacklisting blacklisting feature feature being being dependant dependant on on number number and and nature nature of of transgressions transgressions of RULES contained in MOI Association. s Estate Long term registration in System 4.4.1 Estate s Agents are are defined defined as as individuals individuals for for whom whom PZE PZE accredited accredited Estate Estate Agencies Agencies have have accreditation to to sell/let sell/let properties properties on on Estate. Estate. successfully applied for accreditation 4.4.2 has been been successfully successfully approved approved by by Association Association will will s for whom accreditation has be issued issued with with aa PZE System registered registered Estate Agent Access, Card, such such Estate Agent be Card being being personalised personalised with with Estate s Agent s photograph, photograph, name name and and ID ID number, number, Access name and na me Estate Agency y represent - allows access/egress via booms and gate. 4.4.3 Agent Access s Cards are are registered registered in in PZE System in in name name of of an an Estate individual (identity number is used in conjunction for t his purpose) implying that only one issued to an individual. 4.4.4 s Agents are are obliged obliged to to have have ir ir Estate Agent Access Card available available on on ir ir person person Estate Estate and and must must hand hand such such Estate Agent Access Card when when re re quested, for when on Estate identification purposes, purposes, to to any any Security Security Guard Guard or or Association Association representative, representative, such such as as identification Manager,, official management agent agent or or director director of Association. Association. Estate Manager 4.4.5 at all all times times satisfy satisfy mselves mselves that that when when aa person person personalised Security Guards must at alised Card is is being being used used to to gain gain entry entry or or exit exit to/from to/from Estate, Estate, that that person person Access Estate is is person person depicted depicted on on Estate Agent Access. Card. entering/exiting Estate RULES 24 July July 2015 2015 Approved by Board of Directors on 24 Association Association on on 19 19 September 2015 Adopted by Members
Page 68 of 100 4.4.6 Visitors s are allowed to authorise entry of prospective buyers/tenants buyers/tenants of of properties properties for for sale/rent sale/rent on on Estate Estate ( Agent ( Agent Visitor ) Visitor ) onto onto Estate, Estate, subject subject to to following following conditions: 4.4.6.1 4.4.6.2 4.4.6.3 4.4.6.4 4.4.6.5 An An Agent Agent Visitor Visitor must must be be registered registered as as aa Visitor Visitor to to Estate Estate before before entry, entry, unless unless such such Agent Visito Visitorr enters Estate as a passenger passenger in in Estate s Agent s vehicle. vehicle. Security Security Guards Guards will will only only accept accept an an Estate s Agent s authorisation authorisation ifif such such authorisation authorisation is is given given in person by at gatehouse. The Agent Visitor must provide Security Security Guards Guards ards with with aa valid valid RSA RSA identity identity document, document, valid valid driver s driver s licence licence or or valid valid passport. passport. In In event event that that Agent Agent Visitor Visitor is is NOT NOT in in possession possession of of aa valid valid RSA RSA identity identity document document valid valid driver s licence or valid passport, passport, Agent Agent Visitor Visitor will be denied denied access access ttto o Estate in ir own own vehicle, vehicle, but but such such Agent Agent Visitor Visitor will be allowed allowed to to accompany accompany Estate Agent onto onto Estate in s vehicle. The The Estate Agent must must accompany accompany Agent Agent Visitors Visitors when when moving moving through through Estate Estate at at all all times. An Agent Visit Visitor or must must exit exit Estate Estate within within daily daily time time limit limit as as is is applicable applicable to to Estate Estate Agents. An An Agent Agent Visitor Visitor will be issued issued with with aa Visitor Card when when gaining gaining access access to to Estate. Estate. The Agent Visitor must must return return Visitor Card when when exiting exiting Esta Estate te,, failing which Agent will be responsible responsible for for costs costs associated associated with with replacement replacement reof, reof, namely R150 per Visitor. 4.4.7 Activation of and access times for s: Cards: s will forr s for following following expiry expiry time time periods, periods, where where after, after, ifif be activated fo re--activation applicable, re activation required: 4.4.7.1 4.4.7.2 Access times for s is daily from 07:00 to 19:00; months, but but no no longer longer than than last last day day of of Activation periods for s is 12 months, and February year following year of activation; and Agent Access s Cards duly duly issued issued in in terms terms hereof hereof will will automatically automatically expire expire ifif not not utilised utilised by relevant on System for a period of 2 months. 4.4.7.3 4.4.8 Cards:: Re Re-activation Re activation of s Re-activation activation of s is subject to successful application by relevant Estate Agencies for ir s. Application to 11 February February must be made annually and must reach office o ffice Managing Agent prior to every year, year, such such application application being being in in format format and and consisting consisting of documentation documentation as as every Association. Association. The The Managing Managing Agent Agent will will inform inform Estate Manager specified in MOI of priorr to last day of February in writing which Access by no later than 2 weeks prio will Cards may be re-activated. re activated. Failure by Estate Agencies to make annual application will automatically result in s becoming null and void. 4.4.9 The costs for printing, issuing and activating s, which for Estate Agencies account, as follows: 4.4.9.1 Agent Access s Cards will be printed, printed, issued issued and and activated activated at at aa cost cost of of R150 R150 per per New ; and RULES 24 July July 2015 2015 Approved by Board of Directors on 24 Association Association on on 19 19 September 2015 Adopted by Members
Page 69 of 100 4.4.9.2 Re activation will not bear Re-activation be ar any cost however, re re-evaluation evaluation of accreditation ar costs costs as as contained contained in in MOI MOI of Association, Association, as as amended amended from from time time to to time time by by Board. 4.4.10 Should Association elect to fine an for a transgression of any RULE RULE contained in MOI MOI of Association, Association, such such fine fine will be recovered recovered from from Estate Agency. The System provides for blacklisting blacklisting of of an an individual individual Association will, in its sole discretion, apply blacklisting feature to to an an individual, individual, such such application application of blacklisting blacklisting feature feature being being dependant dependant on on number number and and nature nature of of transgressions transgressions of RULES contained in MOI Association. 4.5 s Registration for day-pass day pass in System 4.5.1 Day s Visitors are are defined defined as as individuals individuals for for whom whom temporary temporary access access for for visit visit has has been been authorised authorised by by one one of following following PZE System registered registered individuals individuals (in (in this this section section referred to as Access Arranger ): 4.5.1.1 4.5.1.2 4.5.1.3 Residents authorisation eir in person or via telecommunication telecommunication s authorisation in person Main Contractor Management Officials authorisation eir in person or or via via telecommunication 4.5.2 SMS system 4.5.2.1 System, which implies that Access Arrangers, who must be registered on PZE has recorded recorded ir ir cellular cellular telephone telephone numbers numbers in in its its data data -base, System has base, need to s Visitors with with Security Security Guards Guards at at gatehouse. gatehouse. authorise access for Day Visitors Security During process of arranging access for Day Visi tors as contemplated herein, Security are obliged obliged to to obtain obtain following following information information from from Access Access Arranger, Arranger, namely: namely: Guards are 4.5.2.2 4.5.2.2.1 4.5.2.2.2 4.5.2.2.3 4.5.2.2.4 4.5.2.3 4.5.2.4 The name Access Arranger Access Arranger Arranger (stand (stand number number and/or and/or street street address) address) The property Access The initials and surname expected The day on which visit is expected The abovementioned abovementioned information information will be recorded recorded in in PZE, System, where where after after The System will will transmit transmit and and automated automated SMS SMS to to cellular cellular telephone telephone numb numb er One--Time referred to to as as an an OTP ), OTP ), itit Access Arranger containing a One Time-Password Password (herein after referred being recorded recorded that that OTP OTP will will only only be be valid valid for for day day of date date for for which which itit was was being issued. OTP OTP via via SMS SMS to to as entry to The Access Arranger must n forward conditional of Day Visitor being being in in possession possession of relevant relevant OTP, OTP, itit being being Estate is conditional recorded that that Security Security Guards Guards are are obliged obliged to to obtain obtain OTP OTP from from Day Visitor before before recorded granting access to by issuing issuin g with a s. 4.5.3 Registration process 4.5.3.1 When aa Day Visitor arrives arrives at at entry entry boom boom of gatehouse gatehouse aa Security Security Guard Guard will will meet meet When Visitor to enquire how he can be of assistance. RULES 24 July July 2015 2015 Approved by Board of Directors on 24 Association Association on on 19 19 September 2015 Adopted by Members
Page 70 of 100 4.5.3.2 4.5.3.3 4.5.3.4 4.5.3.5 4.5.3.6 The Security Guard will enquire who Day D ay Visitor wishes to visit and will proceed to to obtain obtain an OTP from. Once Once Security Security Guard Guard has has established established that that Day Visitor is is in in possession possession of of aa valid valid OTP, OTP, he will request original identification identification,, wher Green RSA ID document, driver s dri ver s licence or valid passport, from. The The Security Security Guard Guard will will n n log log onto onto PZE System and, and, ifif required, required, rectify rectify Day Day Visitor s Visitor s details, details, where where after after OTP OTP utilised utilised for for specific specific entry entry of of aa Day Visitor will be cancelled aand nd a pre-numbered pre numbered Day Card will be electronically electronically linked linked to to so recorded. s are are pre pre-numbered numbered for purposes Association Association being being able able to to identify identify to to whom whom aa Day s Visitors Card Card was was issued issued should should Day Day Visitor Card not not be be returned returned to to gatehouse gatehouse when when Day Visitor exits exits Estate Estate. The Access Card so so linked linked will be activated activated for for access access to to Estate by Day Visitor, and provided to for entry onto Estate. Estate Passengers in s vehicle do not require Passengers require registration. registration. 4.5.4 The The Day Visitor must must return return Day Card to to Security Security Guards Guards when when exiting exiting Estate, Estate, failing which which Access Access Arranger Arranger will be responsible responsible for for costs costs associated associated with with replacement reof, namely R150 R150 per per Day. Card. 4.5.5 The The Day Card will will allow allow multiple multiple entries entries and and exits exits and and such such entries entries and and exits exits via booms and gate gate,, it being recorded that that entries/exits entries/exits through through gate gate will will only only be applicable once registration registration on on PZE System has has taken taken place place place. 4.5.6 Day s Cards are are registered registered in in PZE System in in name name of of an an individual (identity (identity number number is is used used in in conjunction conjunction for for this this purpose) purpose) implying implying that that only only one issued to an individual. 4.5.7 Whilst Registration Registration Process Process may may be be time time consuming, consuming, this this will will only only be be case case with with first first Whilst time registrations. registrations. Subsequent Subsequent registrations registrations will be less less time time consuming consuming as as PZE Access time retainss details of s for future use. use. For For example example once Security System retain Guard has has followed followed steps steps contained contained herein herein to to allow allow access access to to aa Day Visitor and and once once Guard number of Day Visitor is is captured, captured, PZE System will will automatical automatical ly identity number populate all all required required fields, fields, leaving leaving only only selection selection of Access Access Arranger Arranger and and populate step. selection OTP by Security Guard as final step. 4.5.8 Cards: s Activation of and access times for s forr s for following following expiry expiry time time periods, periods, where where after, after, ifif applicable, applicable, re re activated fo activation required: 4.5.8.1 4.5.8.2 4.5.8.3 There are NO access time limitations for s; Visitors is is 24 24 hours hours from from time time of of entry; entry; and and Activation periods for s s Cards duly duly issued issued in in terms terms hereof hereof will will automatically automatically expire expire after after 24 24 hours hours has expired from time of entry or earlier when Estate is exited. 4.5.9 Should Association Association elect elect to to fine fine aa Day Visitor for for aa transgression transgression of of any any RULE RULE contained contained Should Association, Association, such such fine fine will be recovered recovered from from Access Access Arranger. Arranger. The The PZE PZE in MOI MOI individual Association will, in its sole provides for blacklisting of an individual blacklisting blacklisting feature feature to to an an individual, individual, such such appli application discretion, apply blacklisting feature feature being being dependant dependant on on number number and and nature nature of of transgressions transgressions of blacklisting RULES contained in MOI Association. RULES 24 July July 2015 2015 Approved by Board of Directors on 24 Association Association on on 19 19 September 2015 Adopted by Members