Welcoming pack. Overkruin Security Association. OSA ID Adres. 1 P a g e CONTACT INFORMATION. Fax Accounts & Administration Guardhouse Website

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1 Overkruin Security Association An Association incorporated ito Comp Act, section 21 Reg. No. 2001/ /08 CONTACT INFORMATION Fax Accounts & Administration Guardhouse Website OSA ID Overkruin Security Association Welcoming pack 1 P a g e

2 Contents: OSA ID Welcome letter OSA Management Contact details Documentation to be completed prior to moving in Frequently asked questions Contact details OSA: Adv. Gerrit Coetzee Chairman Internal and External interaction and legal matters Andrea Coetzee Director Operational management Deon Kriel Director Communication Sandra Taljaard Management Social and Aesthetics 2 P a g e

3 Welcome letter OSA ID Dear Overkruin resident, A hearty welcome to Overkruin! The aim of this document is to make your transition into Overkruin as hassle-free as possible by: (Please tear off and retain all the pages for your reference, handing in the completed pages 5-6.) Introducing you to the OSA, informing you of our activities and roles. directing you to the required documentation and forms that must be completed prior to moving in and if possible for us to prepare all in advance for you and your family's convenience. Providing a summary of costs payable to OSA. Introducing you to other security activities currently in place, Frequently asked questions. About the OSA The OSA was formed as a Secion 21 organisation in We have grown from strength to strength since then and currently approximately 98% of our residents are contributing members. We believe our success lies in your involvement and thanks to the contributions from our residents. A special gratitude for participating in our OSA volunteer Patrol members who gracefully contribute to our everyday safety. Please feel free to join the OSA patrol group and list your name to the volunteering thereof. We are able to deliver a service at the lowest cost while statistics shows Overkruin as one of the safest neighborhoods in the country. Our main purpose remains the safety of our residents and ultimately the safety of our neighborhood in totality. This privilege will however only remain as long as each resident in Overkruin contributes towards the common goal of our neighbourhood. Therefore the payment of your monthly levy is of crucial importance and we would like to urge you to please join us and help ensure that our safety is protected. Our vision: To treasure the successes of our past achievements; focus our energy on present challenges, remain alert and become the safest neighbourhood in South Africa. Our mission: To administer the area with dedicated, effective management with respect for our differences and one-another. Our objectives: To ensure a safer neighbourhood. To respect one another in our everyday endeavours. INFORMATION REQUIRED FROM YOU: Attached to this document. you will find the following forms that must please be completed and handed back to the guardhouse at your soonest. Mandate Form We make use of the NuPay system to recover the respective amounts from each resident. The money will be recovered from your account. The Mircell form. Please complete this to enable us to make sure that our communication database is up to date. Among others, the guardhouse uses this to contact you in the event of visitors. You will also only receive various sms messages, s etc if we have this information available. The first two (2) numbers you complete on this form will be used on the sms database. Should your contact details change in the near future you are kindly requested to complete this one (1) pager of your detail in order for us to update it on all the significant databases. Patrol groups. a. Sign up to be a Overkruin Security Patrol (OSA) member: If you are interested, please complete the attached form. This is a very important initiative and can only succeed if we have residents involved. Alternatively, contact Rian van Schalkwyk on for more information. b. Sign up to be part of the Community Policing Forum (CPF) Heidelberg. This forum works from the centre of Heidelberg at the police station. Contact Hennie Hattingh on , Chairman of the CPF Heidelberg. If you do not come right sms us on contact number is to assist you. The more volunteers we get the safer our communities will be. New residents will be issued an OSA ID reference number on receipt of these completed forms. Please complete all the necessary fields and make payment as per summary of fees payable indicate. Kindly hand in completed forms 3 P a g e

4 with proof of payment at the Guardhouse prior to moving in to speed up everything for you as a new resident of Overkruin. ALWAYS USE YOUR INDIVIDUAL CLIENT REFERENCE CODE/OSA ID for any payments or queries. PAYMENT TYPE: Debit order via the NuPay system. No cash for monthly levies is to be paid at the Security gate under any circumstances as we have no method of recording monies received at the gate. SUMMARY OF FEES PAYABLE A once off administration fee of the amount of R2 200 is payable before moving into Overkruin. Your tokens for the gate access will be programmed prior to moving in for you and your family's convenience. Also your contact details as per your completed forms will be allocated on the different programs. Once the amount is paid and allocated you will receive two tokens to be used to enter and exit the neighbourhood. Included in this amount is a month's levy in advance.also note that this is not a deposit as we do not take a deposit for tokens etc. This is a payment. It is non-refundable. Cards are non-transferrable and remain the property of the OSA. Tokens are de-activated in case of late or no payments, if it is without prior arrangement of course. The monthly levy is hereafter payable in advance through Nupay, our debit order collection system only. Additional tokens can be purchased at R300. Please notify us through sms if you require additional tokens. The contact number is Sms must read as follows: Name, Surname, Address, number of tokens needed (for extra vehicles). We will reply with your personal OSA id that must be used for EFT transfers to buy additional token/s. Payments for all of the above must be made to the following account. Please provide proof of. Overkruin Security Association Account nr: Absa Branch code: OSA housekeepers & gardeners: Please make sure to register all of your housekeeper/s & gardeners by providing the guardhouse with a copy of the workers' ID and also by assisting us to activate them on the finger print reader to enter through the turnstile. Should you change workers kindly notify us as soon as possible in order for us to update our fingerprint reader and to remove and/or replace them with a new worker. PLEASE REPORT LOST TOKENS AT THE GUARDHOUSE TO ENABLE US TO CANCEL THE TOKEN AND SO PREVENTING TOKENS FLOATING AROUND THAT MAY COMPROMISE OUR SECURITY. Please note that you as a resident are not allowed to hand out any token to any third (3 rd ) party and this may lead to deactivation or confiscation of the misused token/s. The tokens are the property of the OSA. The OSA retains all rights to activate and deactivate tokens and the user agrees to these terms without reservation. This rule is applicable to everyone to whom the tokens are given and the holder acquires no enforceable right of possession against the OSA. MONTHLY MEETINGS WITH NEW RESIDENTS We are having a monthly meeting on the 2 nd Saturday of every month at 16:00 to discuss any questions you may have as a new resident to the neighbourhood. Please make use of this opportunity to allow you to meet some of the members of the OSA and to personally welcome you to Overkruin suburb. Address: The Wimpy at Pick & Pay. It is important to contact the Manager/Director responsible for Member affairs prior to the appointment should you wish to meet at the venue listed. We can only honor meetings with prior arrangements. Feel free to visit our website at Thank you for your cooperation. OSA Regards, Adv Gerrit Coetzee Chairman 4 P a g e

5 Mandate form & Mircell form OSA ID Overkruin Security Association An Association incorporated under section 21 Reg. 2001/011701/08 Fax Acc & Administration Security Website Kindly provide us with your contact details: - Voorsien ons asseblief van u kontakbesonderhede: - 1. INITIALS & SURNAME: VOORLETTERS & VAN: 2. OVERKRUIN ADDRESS: OVERKRUIN ADRES: 3. HOME TEL NO: HUIS TEL NO: 4. CELL/SEL NO: 5. WORK/WERK NO: 6. ADDRESS: 7. OWNER or TENANT or RESIDENT? 8. DATE MOVED IN/ DATUM INGETREK: Kindly submit this form to the OSA Guardhouse as soon as possible, fully completed. For Office use: Date captured Signature Handig asb hierdie vorm in by die OSA Waghuis so gou as moontlik, volledig voltooi. I, the below signed owner/tenant/resident* of the address as supplied above address as my chosen address for the purposes of my domicilium citandi et executandi and with ID nr, Postal Address (if different from street address): hereby accept possession of token/s nr's: These tokens are issued to me or my spouse or collectively under the following conditions: 5 P a g e

6 Therefor I/we accept that and agree to that I/we - 1. Are solely responsible for the safekeeping of the tokens 2. Will not give, borrow, sell, bater or tender tokens to any third party being inside or outside the boundaries of Overkruin 3. Understand that the tokens form an integral part of the safety and security of every resident of O verkruin. 4. Undertake not to compromise the security of Overkruin and will immediately report and have any token stopped and cancelled which may be lost, stolen or misplaced. 5. Accept the above extended OSA rules as is more fully listed on the OSA website to which I have access, and have read. 6. No deletion or alteration to any part of this typed form and contract is of any force or effect. The supplied information by you in, completed in the spaces provided herein, forms an integral part of the contract. Mircell Gate Communication Database Section Please provide the phone numbers - For the visitor's access system (In order of preference by which you wish to be informed of visitors) For Office use: Date captured Signature NuPay AUTHORITY Given by: (name of acc. holder) Bank name Branch name branch nr For Office use: Date captured Signature Account number Tick type of account: * Current / Cheque Savings Amount R To: OVERKRUIN SECURITY ASSOCIATION I accept the monthly payment and subsequent increases as is determined at the AGM of the OSA from time to time ("the Agreement"). I/We hereby authorize you to issue and deliver payment instructions to your banker monthly for collection against my/our abovementioned account at my/our abovementioned bank on condition that the sum of such payment instruction will never exceed my obligation as determined by the OSA. Subsequent payment instructions will continue to be delivered in terms of this authority until it is cancelled by me by giving notice in writing of not less than 30 days. Such cancellation does not cancel my obligations towards the OSA and the amounts cannot be reclaimed by me if such amounts were legally drawn. MANDATE This payment instruction shall be treated by my bank as if the instruction had been issued by me personally. Signature (account holder) Name& Surname: Also, signed (by contracting househould) at Heidelberg this day of in the year Signature (Owner/Tenant/Resident) (Both places need to be signed by the relevant person/s who states that he is authorized to contract qualitate quam) 6 P a g e

7 FREQUENTLY ASKED QUESTIONS & ANSWERS WHAT IS A SECTION 21 ORGANISATION? A section 21 organisation derives no profit from its activities and invest funds into the community for security and other iniciatives where it operates. None of the directors of the organisation derive any financial benefit from their involvement as directors of the organisation. OSA Committee members The day-to-day administration is done by a group of volunteers, appointed by the Overkruin members during the AGM. The following rules apply: OSA Management must be residents and owners. The number and portfolio of management is laid down annually at the AGM. The minimum number of directors is three. OSA Management should be appointed for their personal skills such as accounting and technical matters e.g. maintenance. OSA Management work on a voluntary basis and receive no remuneration whatsoever The OSA Management holds their positions for the next year and can be replaced by a majority vote of the Overkruin members or during his/her term. CAN I USE A PROXY AT THE ANNUAL GENERAL MEETING? Should the owner not be able to attend the annual AGM, a proxy can be signed by the Owner to appoint a person in his/her name to attend and vote on his/her behalf. The person can but need not be an Owner. The Managing Agents can not be nominated as Proxy. MORE ABOUT THE AGM The annual AGM normally takes place in July. We urge all the residents to partake in this meeting as crucial information is shared and important decisions made. You cannot criticise if you do not participate!! QUORUM A quorum is needed to proceed with the AGM. If no quorum is reached during the meeting held. it is postponed to the next week, same place and time. The owners that attend this second meeting will then proceed with the meeting, regardless of there being a quorum present. MORE ABOUT THE LEVIES PAID EVERY MONTH Owners remain responsible for the levies, unless otherwise communicated to us. The levies represent costs incurred through the running of a security controlled area. Major categories inciude: Security related expenses. (cameras, lighting, boom maintenance, security vehicle & fuel, Mircell system operation & maintenance) Repairs and Maintenance to common areas. (office. fences. entrance. gates etc) Wages and Salaries of gate personnel Water, electricity The OSA should keep sufficient funds for the upkeep and eventualities that may develop from time to time. Levies are calculated from the budget presented and approved during the annual AGM. Special Levies can be introduced to provide for unforeseen expenses or planned improvements/projects. WHAT OTHER SECURITY INITIATIVES ARE TAKING PLACE IN OVERKRUIN (Over and above what was mentioned in the previous section)? There are security guards patrolling the area by foot and by car at night and a dog is also. Our 2-way radio system is the glue that keeps us alert and informed. Radio calls are done on Monday and Thursday evenings. Please participate in this initiative. Should you wish to acquire a 2-Way radio, please contact the OSA management for more detail. OSA patrollers was formed out of the Overkruin reaction unit at the previous AGM. This is a body consisting of residents who are willing to drive around at night and partol our neighborhood. Should you be interested to join this worthy cause, please contact Rian van Schalkwyk [rianschalk@gmail.com] 7 P a g e

8 MORE FREQUENTLY ASKED QUESTIONS: Can I claim discount from my insurance because of the boom and security in Overkruin? - Often you can. Please enquire from your insurance broker I have noted that there is no security control for exiting vehicles. Why is this? - Because if we apply good control over incoming vehicles there is no need to apply control over outgoing vehicles. Who should I contact in case of an emergency at my home or if I notice suspect persons? - Make a distress call on your two way radio. If you do not have a radio you can call the gate on How does my gardener/home worker get access to Overkruin? - Through the turnstiles and by making use of the fingerprint reader. What do I need to do to add my domestic worker/gardener to the security system?- by completing the section on the database form with an accompanying ID copy and by registering them on the fingerprint reader. What do I need to do to get access for temporary workers? - By also registering them at the guardhouse through the same process as for garden/home workers. Can I only make payments via the NU-Pay system? I do not like the fact that others are in control of my payments and would prefer to handle it via EFT payments. - We encourage residents to register via NuPay as it makes the monthly administration of accounts easier and cheaper. If residents pay via EFT someone has to go and manually work through the payments made. Can the OSA increase my debit order amount without me knowing about it? - No. Any increase must be agreed and discussed at the AGM How often will the levies be increased? - As and when decided at the AGM. I noticed some Gates in the perimeter palisade fencing. Can I obtain keys to this for walks into the veld? - Yes. Please enquire at the guardhouse. Certain areas i.e. Berg-en-Dal may not be traversed. What is the responsibility of the security personnel? - The security personnel are responsible for the safeguarding of the neighbourhood by manning the guardhouse and by patrolling the area. They are not responsible for any household related matters outside of their security duty. Who do I need to notify when I am selling my house to ensure that the new residents are correctly informed about the levies payable? - Please notify the guardhouse. The guards will note this and will make sure the new residents are given their forms and that your cards will be cancelled to prevent cards in the system that are not valid. Should I notify anyone when I am not home for extra diligence?-the best is to notify your neighbour. Not OSA related, but which days are garbage removal in Overkruin? - On Wednesday mornings What is the process to cancel my NU-Pay debit order? - Please notify OSA management on the contact number provided herein. 8 P a g e

9 Are there any additional security during holidays and especially December holidays? - Yes, typically there are more guards on. Where can I obtain a two-way radio and what is the costs associated with it? - Please contact Management. How does visitors obtain access to Overkruin? - They need to stop at the gate and tell the guards which address they are going to, upon which the residents will be called to open the gate from their phones. This is why the contact numbers of residents is so important. If I am not reachable when courier deliveries are made, what is the responsibility of the security with regards to accepting and signing for packages? - The security guards cannot accept any packages on your behalf. Please make arrangements with friend s, neighbours to accept packages on your behalf if you are not around. Is there a limit on the number of tokens I can purchase? - No. We issue two tokens as a standard when joining the OSA. Can I buy tokens for family/friends/clients not living in Overkruin? - Yes you can BUT please be responsible and do not buy for your workers etc. You are compromising our security by being reckless with tokens. Will I be refunded for my tokens when I move out of Overkuin or can I hand it over to the new owner/tenant? - No. You will not be refunded. Tokens are non-transferrable either and new residents need to buy their own tokens. Thus, if you rent out a property, every new resident that moves in need to buy their own tokens and also pay the joining fee of R2 200 and return tokens. Are taxis allowed inside Overkruin? - Specially arranged vehicles need to phone in to go to a specific address in Overkruin. Will I be discriminated against in terms of access if I do not pay my levies? - Residents not paying their levy will contribute to the failing of the OSA safety. We do expect residents to pay levies since this not only increases your house's value, but also enhances the crime-free standard of living. Can I enter without a token? - Yes, but then you need to be dialed in at the gate to enter the premises. Can I make arrangements at the guardhouse to allow/disallow certain people access without having to contact me first? - No. The problem is that the car behind the person entering the premises without being dialed in sees this and then accuses the OSA for not applying the right rules. By applying exceptions we open the guards at the gate up for failure in their duties. What happens if I fail to pay my levy? - You are causing our initiative to safeguard everyone in the neighbourhood to fail. Please contact the OSA management should you not be in a position to pay your full levy. They are in control of member interests and will discuss the matter with you. 9 P a g e

OPTIONS: 1. R600 Once-off OR 2. R400 with registration and R200 when you receive your final proof read comments.

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