Whitfields Owner Information

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WELCOME

A very warm welcome from all of us at Whitfields, whether you are a new owner moving into the complex, or if you are an existing owner in a complex where Whitfields has recently been appointed to take over the administrative functions. We are dedicated to the highest levels of customer service and look forward to a long and mutually beneficial relationship with you and your fellow owners.

For almost three decades, Whitfields has elevated lifestyles in various forms of Residential or Commercial complexes. We currently administer in excess of 30 000 homes and have offices located in various parts of South Africa. We are very proud of the fact that more than 90% of clients who joined Whitfields in the 1990’s are still our clients today! All our staff go through a rigorous training process and are accredited by leading consultant trainers in sectional title and freehold property management in South Africa. Whitfields is registered with The Estate Agency Affairs Board, The National Credit Regulator, The Financial Services Board and The National Association of Managing Agents.

FINANCIAL YOUR

Prior to the AGM, every owner receives from us a copy of the signed and audited Financial Statements. These are then presented and discussed at your AGM. Every month, your Trustees/ Directors receive a comprehensive financial report from us, depicting the latest financial position of the Body Corporate/Association.

At the end of every financial year, each owner receives an invitation to the AGM. Please make every effort to attend this meeting. Amongst other things, your levies are determined and voted upon at this meeting. The minutes of the meeting are loaded onto our website once they have been approved.

OWNER-CARE YOUR

Every owner in a Whitfields complex is assigned to a dedicated owner-care consultant (OCC). Your OCC should always be the first person you communicate with at Whitfields. E-mail is the preferred method of communication, but OCCs are also available telephonically during normal business hours.

STATEMENTS & PAYMENTS

Payments made into any other bank account will not be allocated to your Whitfields account until such payment is moved across to our trust account. This could significantly delay your payment from appearing on your statement and will result in interest being charged.

Owners are encouraged to pay their accounts electronically, as cash and cheque deposit fees are payable by owners making such deposits. If you pay your levy account electronically, remember to update the banking details. Prompt payment of levies and other charges are important for the successful administration of any property

Where we are taking over from another property management company, please be aware that your first few statements from Whitfields may not reflect any brought forward balance. The accounting records, once closed by your previous administrator, must still be verified. Only after the figures have been confirmed will any arrear/advance balance be debited/credited to your account.

Should there be a discrepancy between your records and that of this take-on balance, it will be necessary for you to resolve this with your previous administrator, as we do not have access to their detailed records.

Once debited to the account, any arrear amount shall immediately become due and payable to the Whitfields Trust Account. Do not pay your previous administrator.

All billings will be clearly described on your monthly levy statement.

Kindly note that a debit order which was you may have signed with your previous managing agent cannot be transferred to Whitfields. You will need to sign a new debit order with us,

It is very important that you use your Whitfields 8-digit account number as the reference. If an incorrect reference is given, the payment will not be allocated to your account and interest will be charged. Your 8-digit account number can be found on your levy statement.

NEW OWNERS

DEBIT ORDERS 8 - DIGIT ACCOUNT ACCOUNT DETAILS

Whitfield Property Management Trust

Account Standard Bank

Fourways Crossing Branch

Code: 00 99 53

Account number: 02 334 1890

All new owners are liable to the Body Corporate/Association for levies and other charges from the date of transfer.

LEVIES ON TIME!

OWNERS WHO DON’T PAY

We appeal to all owners to ensure that levies and other charges are paid timeously and that your payments are correctly referenced to ensure that they are correctly allacated to your account. Interest is charged on all overdue accounts and cannot be reversed. Please be aware that legal action is taken against any owner who is more than 30 days in arrears, as we cannot allow the cash reserves of the Body Corporate/Association to be depleted. Please remember to pay your levies on time. It will save you money!

HELP US HELP YOU

TENANT DETAILS VAT

You can update your details online by visiting www.whitfields.co.za and scrolling to your web-site, or by e-mailing your ownercare consultant. Whitfields offers the option of loading an alternative contact person for your unit. This person can, if you so choose, also receive the monthly statement and general correspondence for your unit.

An owner with a tenant may register their tenant to receive details of their electricity and/or water charges every month. Simply log-on to your website to add/remove a tenant from your profile, or you may simply ask your OCC to assist you. We understand the pressures of today’s busy lifestyle and have designed your website to offer you both functionality and timesaving benefits.

Should you be a VAT vendor and wish to have your VAT number appear on your monthly tax invoice, you can capture your own VAT number under your personal details on the website, or simply ask your OCC to assist you with this process.

It is imperative that all your personal details are always up-to-date on our database, so that you are able to receive all important documentation and information timeously.

JUST FOR YOUR COMMUNITY SCHEME

YOU ARE ABLE TO

View your levy statement

Lodge an account enquiry

Submit an insurance claim

Amend your personal details

Lodge a maintenance request

View important complex information

Find good service providers

Cast your vote

View newsletters

OWNERS RESPONSIBILTY

The Body Corporate is responsible for maintaining the outside of the building. All maintenance requests require trustee approval before they can proceed. Be aware that this can take some time.

The Body Corporate is also responsible for insuring all common areas as well as all the sections. Should the need arise to submit a claim, you may submit a claim online or simply contact your OCC and they will direct you to the appointed insurance broker.

FREE-HOLD:

In a freehold complex, each owner is responsible for insuring their own property.

In freehold complexes, each owner is responsible for their own property maintenance.

SERVICE PROVIDERS MAINTENANCE

Our website lists various service providers who operate in your area, from plumbers to garden landscapers, estate agents to tax advisors. Perhaps you would like to advertise your services to your fellow owners or those in other complexes in your area? If so, simply email advertising@whitfields.co.za

CORRECT PROCEDURES

Some complexes employ specific people or companies to manage their maintenance. In such instances, we will provide you with the name and contact number of the correct person.

By following the correct procedures, your requests and queries should be dealt with quickly and efficiently. Please understand however that where we might need input from your Trustees/Directors in dealing with your problem, it might be that we can only respond to you after their next meeting. Please be patient in such instances.

THANK YOU!

WE LOOK FORWARD TO GETTING TO KNOW YOU BETTER, AND TRUST THAT OUR SERVICE WILL MEET AND EXCEED ALL YOUR NEEDS AS A PROPERTY OWNER IN A WHITFIELDS COMPLEX

‘When one neighbor helps another, we strengthen our communities’ -

Jennifer Pahlka