Forms

Definition of a “Private Function”

Any activity of more than 10 people which seeks to preclude Members of the Association and/or their guests other than those specifically invited by the organiser of the function for an agreed period of time, from using a designated public area.

Rules and Procedures for Private Functions

The ZEMA Estate rules will be observed at all times, particularly with regard to those under the headings of “General Open Space Rules” and ”Use of Public Areas”. For any private function, a ZEMA application form, must be completed and forwarded to bbcadmin@zema.co.za at least 7 days prior to the event. A full guest list must be submitted with the function form.  The General Manager will take cognisance of all prevailing conditions and circumstances when considering each request and before authorising the application.

Click here to download the relevant form.

All photographic shoots on common property must be approved on merit.  All such shoots are to be referred and motivated to the ZEMA General Manager for consideration and approval.

The general rule is that no photographic shoots for gain may be approved and all applications for shoots of the common property must be submitted in writing.

No shoots may take place without prior authorisation.

This does not affect any photo shoot on a Member’s own private property where ZEMA only need to be informed to organize access.

No photographic shoots are permitted unless in the interest of Zimbali and written permission and authorisation must first be given by the ZEMA General Manager.

A requisition form to this effect needs to be completed and sent to the ZEMA offices for approval.  For assistance, please contact security@zema.co.za

Click here to download the permission form.

Member’s access devices need to be applied for and purchased through the ZEMA Access Control office.  Access discs/remotes are issued to individual Members.  Each access disc/remote has a unique number and is registered against the users’ identity number.  A maximum of four access discs/remotes may be issued to the owner.
In the case where the owner owns more than one property, the maximum number of discs may not be increased and remains at a maximum of four.  Where the owner is not in residence, and has only purchased land, the owner will be issued with one access disc/remote and where building is in progress, but not complete, 2 access discs/remotes will be issued.
The individual Member is the only authorised user of the remote/disc.  This disc/remote may not be used by a third party and abuse of this may lead to a fine.

For further assistance regarding Members access devices, please contact security@zema.co.za.

Click here to download the relevant form.

The responsible Owner may make special application to ZEMA’s office, for two Member’s Guest Cards, to be used for guests legitimately staying with Owners / Residents for a limited period.

Once these discs have been purchased from the Access Control office, a Member’s Guest Notification form will need to be completed and submitted to the ZEMA Welcome Centre for processing.

Should you require further assistance in this regard, please contact rentals@zema.co.za.

Click here to download the relevant form.

Rentals can only be arranged through the ZEMA accredited agents.  Owners who rent out either privately, through the services of the rental division at Zimbali, or through a rental agent need to complete the ‘ZEMA Property Rental Application Form” for rentals.  Following this a ‘ZEMA Rental Notification’ form must be completed for each rental period.
These forms are available from the ZEMA offices and a rental administration fee, which is subject to change from time to time, is charged for each rental by ZEMA.  Access shall not be granted to any guest should the relevant forms not be completed or the fees not paid to ZEMA.

A map of the Estate is issued to all guests on arrival at the ZEMA Welcome Centre, for their convenience. Click here to download the ZEMA Welcome Centre Map.

For further details or assistance with regards to rentals at Zimbali Coastal Resort, please contact liaison@zema.co.za or rentals@zema.co.za.

Click here to download the ZEMA Property Rental Application form.
Click here to download the ZEMA Rental Notification form.

All domestic workers are to be registered with ZEMA.  Domestic workers will be registered in two categories: “permanent” (i.e. live in) and “contracted” (i.e. live out).  Permanent domestic workers are to be restricted to access through the Contractors Gate only for better control.

For further information regarding the registration of Domestic workers, please contact security@zema.co.za.

Click here to download the relevant form.

In attempt to further enhance the safety of Zimbali Residents and their belongings, all Residents are requested to follow the below procedures when allowing their employees (such as housekeepers, gardeners, etc) to remove an item from the Estate:

Procedure for the removal of goods (non-food items) only:
1. Contact our 24hr Control Room on (032) 538-4200 to obtain a security reference number.
2. Complete the Authorisation for an Employee to Remove Goods from the Estate form.
3. Upon the employee’s exit, ZEMA Security will verify the reference number to ensure its authenticity.
4. All employees will be searched on exiting the Estate and checks will be conducted with regards to all items leaving the Estate.
5. The form will be filed for future reference.

Click here to download the relevant form.

Procedure for the removal of “food” items only:
1. Contact our 24hr Control Room on (032) 538-4200 to obtain a Once-off Blanket Reference Number for “Food”. This reference number will be applicable ONLY for “food” items issued to the Employee and is to be used thereafter on every “food” authorisation form completed by the Resident.
2. Complete the Authorisation for an Employee to Remove FOOD from the Estate form. The Resident is required to draw a line through the spacing that is not used to fill in food items listed, thereby preventing the employee from attempting to fraudulently add any food items to the list.

If any goods other than food are listed on a “Food” Authorisation Form upon exit by the employee, the form will not be deemed as valid and therefore not be accepted by ZEMA Security. The items in the employee’s possession will be confiscated, and the Employer (Member/Resident) will be contacted immediately by the security personnel to advise them of the attempted breach.

Click here to download the relevant form.