Operational Guidelines

To assist owners and their architects to design a dwelling that conforms, the following procedures have been established:

1.1  Stage 1:
Owners and their architects are requested to contact Estate Manager to explain and / or clarify the architectural requirements.  It is the sole responsibility of the owner to ensure the positioning of the boundary pegs has been established.

1.2  Stage 2:
Detailed design drawings shall be prepared so as to comply with the conditions of approval issued by the Directors of the AMHOA. These detailed drawings shall be submitted to the Estate Manager for registration and submission to the AMHOA Aesthetic and Architectural Committee for final approval.  A  scrutiny fee, currently R1000.00 (One thousand Rand), must accompany the plans.  The scrutiny fee may change from time to time.  Where alterations or amendments are required these too shall be shown on revised drawings.

1.3  Stage 3:
After the detailed drawings have been approved by the Directors of the AMHOA the approved drawings shall be submitted together with the prescribed plan fees and connection fees by the owner to the Local Authority for its consideration and approval.

A building admin fee of R500.00 plus a building deposit payment of R4500.00 shall be paid by each applicant upon submission of his stage 2 drawings to the Directors of the AMHOA to cover the costs of reinstating Estate sidewalks where the owner or his building contractor fails to:

2.1 replant grass and/or trees damaged or destroyed during building operations and/or
2.2 remove rubble or rubbish left on the sidewalk or adjoining vacant erven.
2.3 Repair streetlights, fire hydrants or kerbs.

Owners shall ensure that building operations are organized so as to minimize the unsightly dumping of material on the sidewalk.

Four copies of the stage 2 drawings shall be submitted to the Directors of the AMHOA for approval. One copy will be retained by the Directors of the AMHOA for its records and the other three returned with a stamped approval and/or comments to the applicant for submission to the Local Authority.

4.1 Site development plans:
• Existing trees
• Contours showing natural ground level prior to any excavation or earth moving on the erf.
• Building lines and other restrictions
• Storm water management
• Swimming pool backwash management
• Permitted coverage
• Actual coverage
• Permitted floor area ratio
• Cadastral information (i.e. boundary, dimensions, north point etc)
• Any additional relevant information

4.2 Elevations
Drawings clearly showing the proposed elevations of both main and outbuildings shall be provided. The elevations shall give a clear indication of exterior treatment of buildings, the material to be used and the colors of roofs and walls, including all perimeter walling/fencing.

4.3 Floor Plans
Floor plans shall be provided and shall indicate the proposed use of each room.

4.4 Shafts or ducts for all plumbing must be shown on the building plans for double storey dwellings. Plans will not be accepted for scrutiny if these have been omitted from the building plans.

4.5 Size of plans
As it is impractical to file large sized plans, all sketch and site development plans shall be submitted to a maximum of A1 size paper to a 1:100 scale. Small scale locality site plans shall be to a 1:500 scale.

The Estate has unique qualities as an up-market secured residential Estate and in order to maintain the aesthetics, standards, general appearance and security arrangements on the Estate, the following will apply:

1.1 Responsibility
The owner is responsible for his main contractor and all sub-contractors as well as their deliveries on site.  The owner will be liable for the repair of any damage to kerbs, roads, street lights, distribution boxes, plants, irrigation and/or damage to private property on the Estate caused by the contractor, the contractor’s employees, sub contractors employed by the contractor or delivery vehicles delivering materials to the owners property.

1.2 Accreditation
Only accredited builders will be allowed on the Estate, In order to become accredited, builders will be required to:

• Submit health and safety plan as per OHS Act

• Submit confirmation of builders all risk and public liability insurance

• Submit method statement of building operations

• Satisfy the Directors of the AMHOA that their workmanship is of a high standard;

• Submit satisfactory proof that they are members of either the MBA, the NHBRC or BIFSA;

• Conclude an accreditation agreement with the AMHOA.

1.3 Discipline and Control of Labour
1.3.1  A contractor is responsible, at all times for the discipline and control of any supplier, labourer or sub contract labourers on the building site.  The contractor shall undertake to ensure that any such supplier sub contractor or labourer fully appreciates and understands both the provisions of these Building Operational Guidelines and any further rules and regulations that the Directors of the AMHOA may impose from time to time.
1.3.2 The contractor and employer shall acknowledge and undertake to adhere to the Architectural, Building or other Rules, as formulated by the Director of the AMHOA from time to time, or incorporated in these Guidelines or any further controls or instructions which may be implemented by the Directors of the AMHOA, from time to time.
1.3.3 No night watchmen will be permitted in Amberfield Manor Contractors must provide a designated lock-up shed or storage area on building sites for any materials or equipment.
1.3.4  All contractors and sub contractors are obliged to transport all their employees from the respective entrance gates to construction sites and to the relevant exit gate on completion of shift.  Any contractor employees found on the Estate, other than at the relevant construction site will be removed.

1.4 Building Site Requirements
Prior to and at all times during the construction of the works, a contractor shall:
1.4.1  have a copy of the working drawings and plans of the works as approved by the Directors of the AMHOA and the Local Authority in the contractor’s possession which plans must be available at the building site for inspection by an authorized representative of the AMHOA during normal working hours;
1.4.2 ensure that a responsible person is appointed on all construction sites;
1.4.3 prior to the commencement of the construction of the works, provided written proof to the Directors of the AMHOA that the water connection has been made by the Tshwane Local Municipality.  A standpipe and tap is to be installed and any leaks are to be repaired immediately;
1.4.4 ensure that the site is neat and free of any litter or other unsightly waste or rubble material at all times;
1.4.5 roads to be kept free of mud, soil, building materials and excessive water;
1.4.6 provide prior to the commencement of construction of the works, suitable and fully operational water-borne toilet, or regularly serviced chemical toilets on the site and ensure that the toilet is maintained in a neat, hygienic and working condition at all times;
1.4.7 ensure that no delivery of nay building material, rubble or soil be stocked or stored on any adjacent property unless the contractor has obtained the prior written consent of the owner of such adjacent property and a copy thereof has been delivered to the AMHOA;
1.4.8 provide facilities for rubbish disposal and ensure that the workers use the facility provided and that the rubbish is removed weekly and not burnt on site.  Refuse not removed on a regular basis will be removed by the HOA and the costs thereof will be recovered at the discretion of the HOA from the owner or/and the contractor;
1.4.9 ensure the site is to be kept as clean as possible of building rubble, with regular cleaning taking place during building operations.
1.4.10 Owners will be held liable for any damages caused by contractors, their vehicles, building activity or suppliers to the roads, manholes, electricity boxes, landscaping etc., including but not limited to sidewalks or any property of the HOA or Council.
1.4.11 Deliveries from suppliers must be scheduled in public times.
1.4.12 The Contractor shall provide toilet facilities for the workers on site before commencement of any building activity.
1.4.13 If construction takes place adjacent to existing dwellings, the Contractor should make every effort to respect the privacy of the neighbours, and generally to reduce inconvenience as far as possible (for example by discussing with the neighbours the location on site of the night watchman’s hut).
1.4.14 Should the contractor contravene these rules and fail to remedy such contravention despite demand, the HOA reserves the right forthwith and without notice to suspend any building activity until such contravention has been rectified.
1.4.15  The Contractor should undertake to comply with the above rules in addition to any further controls, which may be instituted by the HOA from time to time in the form of a written notification, and to ensure compliance by any sub-contractor employed by the Contractor.
1.4.16 The Contractor shall at all times be responsible for the conduct and behaviour of his employees, sub-contractors and visitors and shall take immediate steps to stop any conduct and/or behaviour which the HOA may in its sole discretion deem undesirable.
1.4.17 Builders must take cognizance of the fact that Erven mentioned in 1.5 are protected areas and must comply to the following:
5.2.17.1 These areas are environmentally sensitive and has been demarcated and fenced off.  These are “no-go_ areas and no access is allowed in these areas, including thoroughfare, storage of construction material, storage of spoil (dumping of waste) and resting areas for employees.  Builders are required to familiarize themselves with the location of these areas.
5.2.17.2 No fires are permitted in the Estate.  For the preparation of food for employees on site, it is preferred that a designated cooking area be demarcated and well maintained gas cookers be used on each building site.
5.2.17.3 Temporary ablution facilities must be provided on site.  Performing ablutions anywhere other than in toilets is strictly prohibited.  Leaking toilets must be repaired immediately or removed from site.
5.2.17.4 No littering is allowed.  “Solid waste” – including construction debris, chemical waste, excess cement/concrete, wrapping materials, timber, tins and cans, drums, wire, nails, food and domestic waste (e.g. plastic packets and wrapper) – receptacles shall be provided on site and the waste from these receptacles shall be disposed of off-site at an approved waste site.
5.2.17.5 Cement and concrete are regarded as hazardous to the environment due to the high pH of the material and the chemicals it contains. Concrete shall not be mixed directly on the ground.
1.4.18 Erect a contractor’s board on site which complies to specifications issued by the AMHOA, which board shall display the name and telephone number of the contractor but no advertising of any kind i.e. For Sale, To Let;
1.4.19 only enter the Estate at the following times;

MONDAY TO FRIDAY:     07:00 – 17:30
SATURDAY:  No work permitted
SUNDAYS & PUBLIC HOLIDAYS: No work permitted

1.4.20 construction is to be completed within 9 months of the commencement date failing which the owner will be fined at a rate determined by the AMHOA on a monthly basis.

5.5 Variation of Approved Building Plans
The parties acknowledge that the AMHOA will enforce compliance with the Architectural Guidelines and other instructions and regulations in respect of the construction of any works on the Estate.  Should the contractor receive instructions from the architect or the owner to deviate from the plans approved by the AMHOA. The contractor shall be obliged to immediately advise the AMHOA’s Estate Manager in writing, and further orally, of the nature and detail of the deviation so as to permit the AMHOA the opportunity to consider the deviation or the deviation plan in the light of the AMHOA’s requirements.  The contractor shall not commence construction of any deviation in the works until the AMHOA has consented thereto in writing or until a revised deviation plan is approved by the AMHOA in writing.

6.1  The parties acknowledge that the control of access to and from the Estate is critical to the proper functioning of the security arrangements on the Estate.  In the event that the AMHOA’s rules and regulations in regard to access and security are not being adhered to by the contractor and after the contractor has received written notice to rectify its failure to adhere to the Rules, the AMHOA shall be entitled to refuse the contractor, its sub contractors, employees or invitees access to the Estate.
6.2 The access control arrangements may be varied at the sole discretion of the AMHOA from time to time and on reasonable notice to the employer or this contractor.
6.3 The contractor acknowledges that he is aware that the Estate is a “Security Estate” and will at all times adhere to the security regulations and controls, and agrees to co-operate with the AMHOA in their interest of maintaining security on the Estate.
6.4 The Estate Security personnel may subject any vehicle or person entering or leaving the Estate to a search.
6.5 Any contravention of Security and Access Rules will be severely dealt with bye the AMHOA and depending on the nature and circumstances, could lead to the suspension of building work and barring of access to the Estate.
6.6 The speed limit in Amberfield manor is 30km/h. Due care must be taken by all vehicles not to block the thoroughfare of roads.  Contractors are expected to observe all road regulations, pedestrian crossings and stop signs.
6.7 Contractors are advised that the Estate Security works closely with and provides full co-operation to the South African Police Service Alien Control Unit.  Contractors who employ persons who are not in possession of a work permit could face criminal charges.
6.8 All contractors must be in possession of a valid RSA Identification Document to be able to gain entry into the Estate.  No excuse or explanation will be accepted and entry will be refused to transgressors.
6.9 As improvements to the security and the access controls are ongoing, these procedures will be reviewed from time to time.