LVdW
Lyndi Van der Westhuizen
1 reviews | Active since Dec 2023
24 Dec 2023, 18:47
Worst Managing Agent ever dealt with
WORST SERVICE - Over a year ago Whitfield took over as our complex managing agent. Since the beginning we have had nothing but problems . No replies to formal complaints, no communication, no accurate information. It's been more than 11 months and they can not get our statements correct and keep making excuses for no financials. They have sent me another complex's financials including all owners details which surely a company like them should know that is in direct contravention of the POPI Act. I would like a senior person to contact me urgently and not our Account Mamager as I am pretty sure she does not even exist.
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Whitfield Property's replyOfficial
03 Jan 2024, 17:30 Dear Lyndi Thank you for bringing your concerns to our attention. We sincerely apologize for any inconvenience you have experienced and take your concerns serious. As per discussion this morning, we have investigated your concern and telephonically, and my findings are as follows:
Yours faithfully
The Whitfields Management
- The minutes of the SGM had not been sent to the owners as Whitfields cannot do so unless these had not been signed off by the scheme trustees. The minutes will be sent today to all owners as they were signed and approved by the trustees on the 1st of January 2024, which was during our office closure and on a public holiday, but these have been provided to you. The trustees are aware that minutes of general meetings must be distributed within 7 days of the meeting, but this is beyond the control of the Managing Agent, who we may not send out minutes or other documentation without the approval and direction of the trustees.
- The Annual Financial Statements for year ending 31 January 2023 have not been finalised by the auditor due to the scheme's bank statements not being provided to Whitfields or to the Auditor by your previous managing agent. We have escalated the delay with the previous managing agent, but we have no authority in this regard and getting these are beyond our control. Once these are provided then the audit can be finalised by the appointed auditor ( who was appointed at the schemes AGM) without a qualified opinion. .
- It is not common practice to distribute minutes of a trustee meeting to owners unless the owner attended the trustees meeting, and that it is specifically requested in writing by the owner, or a direction given at an AGM by the owners. Please may we request that you request same in writing so that we may request approval from the trustees to make the trustee meeting minutes available.
- With regards to the lack of maintenance of the common areas, please note that maintenance of the common property is managed by the trustees of your scheme. Please advise us in writing of areas of the common property that require maintenance so that we can bring it to the trustee’s attention, and assist them with with getting contractors appointed as they direct.
- The information sent to you by a Whitfield's staff member was a management report that did not include any personal information or contact information of owners. This was however sent to you in error, and we sincerely apologise for this.
- The poor service you complain of will be investigated and addressed as needed. We take any complaint of this nature seriously. If you ever receive poor or a lack of service from anyone at Whitfields then please escalate same to *** instead of Hello Peter so that this can be swiftly addressed.
Yours faithfully
The Whitfields Management
Whitfield Property's reply03 Jan 2024, 17:30
Official
Dear Lyndi Thank you for bringing your concerns to our attention. We sincerely apologize for any inconvenience you have experienced and take your concerns serious. As per discussion this morning, we have investigated your concern and telephonically, and my findings are as follows:
Yours faithfully
The Whitfields Management
- The minutes of the SGM had not been sent to the owners as Whitfields cannot do so unless these had not been signed off by the scheme trustees. The minutes will be sent today to all owners as they were signed and approved by the trustees on the 1st of January 2024, which was during our office closure and on a public holiday, but these have been provided to you. The trustees are aware that minutes of general meetings must be distributed within 7 days of the meeting, but this is beyond the control of the Managing Agent, who we may not send out minutes or other documentation without the approval and direction of the trustees.
- The Annual Financial Statements for year ending 31 January 2023 have not been finalised by the auditor due to the scheme's bank statements not being provided to Whitfields or to the Auditor by your previous managing agent. We have escalated the delay with the previous managing agent, but we have no authority in this regard and getting these are beyond our control. Once these are provided then the audit can be finalised by the appointed auditor ( who was appointed at the schemes AGM) without a qualified opinion. .
- It is not common practice to distribute minutes of a trustee meeting to owners unless the owner attended the trustees meeting, and that it is specifically requested in writing by the owner, or a direction given at an AGM by the owners. Please may we request that you request same in writing so that we may request approval from the trustees to make the trustee meeting minutes available.
- With regards to the lack of maintenance of the common areas, please note that maintenance of the common property is managed by the trustees of your scheme. Please advise us in writing of areas of the common property that require maintenance so that we can bring it to the trustee’s attention, and assist them with with getting contractors appointed as they direct.
- The information sent to you by a Whitfield's staff member was a management report that did not include any personal information or contact information of owners. This was however sent to you in error, and we sincerely apologise for this.
- The poor service you complain of will be investigated and addressed as needed. We take any complaint of this nature seriously. If you ever receive poor or a lack of service from anyone at Whitfields then please escalate same to *** instead of Hello Peter so that this can be swiftly addressed.
Yours faithfully
The Whitfields Management