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HILLCREST COMMUNITY POLICE FORUM Vision: "Enhancing
the living conditions of all, by reducing Crime." Motto: "Be pro-active against crime" FUNCTIONS AND OBJECTIVES The functions and objectives of the Forum are: 2.1
To establish and maintain a partnership between the Community and
the SAPS. 2.2
To promote communication between the SAPS and the Community. 2.3
Jointly to identify, prioritise and solve problems related to
crime, disorder fears, poor Police Community Relations and service
delivery. 2.4
To promote positive Police Community Relations by addressing
factors that are causing negative perceptions and attitudes, such as
corruption and poor quality of service that the police may be rendering. 2.5
To improve police transparency and accountability of the service
to the Community at large. 2.6
To encourage and promote objective and fair media coverage of the
policing activities. 2.7
To promote respect for Human Rights within the ranks of the
Police and Community. 2.8
To promote joint problem identification and problem solving by
the SAPS and the Community. 2.9
To stimulate and activate maximum Community participation on a
continuous basis in crime awareness and crime prevention projects,
programmes and all activities. 2.10
To evaluate visible policing which includes: * the procurement, positioning and staffing of police stations; * the receiving and processing of complaints and charges; * mobilising all Resources available to the Community and the SAPS in order to maintain peace, security and safety for all in our area; * the provision of protection services at gatherings; * the patrolling of residential and business areas; *
the prosecution of offenders. 2.11
To develop mutual understanding on a cross-cultural level. 2.12
To propagate a positive attitude within the community. 2.13
To advise the Management of the SAPS on any issue or matter
related to achieving the annual policing priorities and objectives. 2.14
To receive and discuss any matter of safety and security which
cannot be resolved at Station level. 2.15 To advise the Provincial Commissioner on problems or issues that cannot be resolved at a local level between the Communities and the Station Management and if necessary proceed to higher levels. PLEASE READ CONSTITUTION BELOW FOR MORE INFORMATION. Back to top COPYRIGHT 2008- This website is protected by copyright. All rights reserved. |
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| Membership | |
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MEMBERSHIP 3.1
Membership of the Forum shall be open to all members of the
community residing or working within the area of Hillcrest Police
Station and shall be non-racist, non-sexist and there shall be no
discrimination whatsoever against any person. The Executive Committee of
the Forum shall be representative of each Sub Forum and the Community. 3.2
These members shall be voluntary and representative of all people
being served by the Hillcrest Police Station and local interest groups
(organizations). 3.3
In terms of section 19(3) of the South African Police Service
Act, 1995 (Act Number 68 of 1995) the Station Commissioner and members
not exceeding four (4) persons designated by the Station Commissioner
from time to time for that purpose, shall be members of the Community
Police Forum. 3.4
A representative of Metro Police. 3.5 Local Ward and PR Councillors to serve as ex-officio members CONDUCT OF MEMBERS DUTIES
AND FUNCTIONS OF MEMBERS Back to top COPYRIGHT 2008- This website is protected by copyright. All rights reserved. |
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| Executive Committee (EXCO) | |
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EXECUTIVE COMMITTEE (EXCO)
The Forum shall be managed by an Executive Committee (hereafter
referred to as the EXCO) elected at Annual General Meetings.
Members of the South African Police Service and Reservists will not be
entitled to serve as EXCO members. No person who has not attended
at least 50% of the monthly CPF meetings during the calender year prior
to the Annual General Meeting may stand for election to the EXCO. The
EXCO shall
comprise: Chairperson Deputy
Chairperson Secretary Treasurer Communications
Officer Chairpersons
or their designate of all the Sub Forums The
Station Commissioner or his designate A
representative from Durban Metro Police 4 Members (Elected or co-opted members maximum 4) PLEASE READ THE CONSTITUTION BELOW ABOUT EXCO. THE SUB-FORUMS ARE STRUCTURED AS REQUIRED AND IN TERMS OF CONSTITUTION. Back to top COPYRIGHT 2008- This website is protected by copyright. All rights reserved. |
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| CONSTITUTION | |
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HILLCREST
COMMUNITY POLICE FORUM PREAMBLE We the Community residing in the policing area of
Hillcrest are of the view that the task to ensure our Community resides
in a safe and secure environment is the joint responsibility of both the
Community and the South African Police Service (hereafter referred to as
SAPS). We believe firstly that such joint responsibility necessitates
mutual consultation, consensus and management. Secondly, the Hillcrest
Community Police Forum needs interaction with and support from the
Community. We therefore form this Organisation. 1.
NAME 1.1
The name of the structure shall be the Hillcrest Community Police
Forum (hereafter referred to as the Forum). 1.2
The Forum shall: 1.2.1 Exist in its own right as an entity separate from its constituent members, that is exist as a juristic person; 1.2.2 Continue to exist even if and when its members and office bearers change; 1.2.3 Be competent and capable of owning or possessing property whether movable or immovable corporeal or incorporeal; 1.2.4 Be competent to sue and be sued in its own right as a separate entity and no member of the Forum shall be held personally liable by virtue solely of his or her or its membership of the Forum. 1.2.5 Be competent to contract in its own name. 1.2.6
No member of the forum whether or not an office bearer or member
of the Executive Committee of the Forum shall be personally liable in
any way for any loss or damage suffered by the Forum through any act or
omission by such member or the Executive Committee or the Forum’s
servants or agents in the performance of any function or discharge of
any duty unless such loss or damage be caused by the recklessness or
gross negligence of such member. 2.
FUNCTIONS AND OBJECTIVES The functions and objectives of the Forum are: 2.1
To establish and maintain a partnership between the Community and
the SAPS. 2.2
To promote communication between the SAPS and the Community. 2.3
Jointly to identify, prioritise and solve problems related to
crime, disorder fears, poor Police Community Relations and service
delivery. 2.4
To promote positive Police Community Relations by addressing
factors that are causing negative perceptions and attitudes, such as
corruption and poor quality of service that the police may be rendering. 2.5
To improve police transparency and accountability of the service
to the Community at large. 2.6
To encourage and promote objective and fair media coverage of the
policing activities. 2.7 To promote respect for Human Rights within the ranks of the Police and Community. 2.8
To promote joint problem identification and problem solving by
the SAPS and the Community. 2.9
To stimulate and activate maximum Community participation on a
continuous basis in crime awareness and crime prevention projects,
programmes and all activities. 2.10
To evaluate visible policing which includes: - the procurement, positioning and staffing of police stations; - the receiving and processing of complaints and charges; - mobilising all Resources available to the Community and the SAPS in order to maintain peace, security and safety for all in our area; - the provision of protection services at gatherings; - the patrolling of residential and business areas; -
the prosecution of offenders. 2.11
To develop mutual understanding on a cross-cultural level. 2.12
To propagate a positive attitude within the community. 2.13
To advise the Management of the SAPS on any issue or matter
related to achieving the annual policing priorities and objectives. 2.14
To receive and discuss any matter of safety and security which
cannot be resolved at Station level. 2.15
To advise the Provincial Commissioner on problems or issues that
cannot be resolved at a local level between the Communities and the
Station Management and if necessary proceed to higher levels. 3.
MEMBERSHIP 3.1
Membership of the Forum shall be open to all members of the
community residing or working within the area of Hillcrest Police
Station and shall be non-racist, non-sexist and there shall be no
discrimination whatsoever against any person. The Executive Committee of
the Forum shall be representative of each Sub Forum and the Community. 3.2
These members shall be voluntary and representative of all people
being served by the Hillcrest Police Station and local interest groups
(organizations). 3.3
In terms of section 19(3) of the South African Police Service
Act, 1995 (Act Number 68 of 1995) the Station Commissioner and members
not exceeding four (4) persons designated by the Station Commissioner
from time to time for that purpose, shall be members of the Community
Police Forum. 3.4
A representative of Metro Police. 3.5
Local Ward and PR Councillors to serve as ex-officio members 4.
CONDUCT OF MEMBERS 4.1
DUTIES AND FUNCTIONS OF MEMBERS The duties and functions of members of the Forum
shall be – 4.1.1
To perform such actions as may be necessary to realize the aims
and objectives mentioned in paragraph 2 here above. 4.1.2
To encourage every member of the community and the police to
participate in the Forum. 4.1.3
To identify and encourage residents to volunteer as Reservists. 4.1.4
To ensure that consultation and communication channels with the
South African Police Service are always proficient and successful. 4.1.5
To give input for the formulation of Policing Policies, needs and
priorities. 4.1.6
To support the Provincial and National Policing Objectives and
Priorities. 4.1.7
To improve the delivery of police service to the community. 4.1.8
To strengthen the partnership between the community, business and
the police. 4.1.9
To promote joint problem identification and problem solving. 4.1.10 To
ensure police accountability and transparency. 4.2
CODE OF CONDUCT Members will at all times act in a manner that will
uphold and promote the objectives and principles of the Forum. 4.2.1
No member may exploit their membership of the Forum to their own
personal advantage, financially or otherwise. In such instance members
shall declare his/her interest, and recuse himself/herself from the
meeting should the need arise. 4.2.2
Members shall serve the Forum in an unbiased and objective
manner. 4.2.3
No member shall display racism, nor sexual, nor religious
discrimination, nor use any form of abuse to any other person. 4.2.4
Members shall not divulge to any other person, any confidential
or privileged information that they may have acquired as a result of
their membership of the Forum. 4.2.5
Members shall not address the media, nor make public
announcements, in matters connected to the business of the Forum without
the authority of the Forum’s Executive Committee. 4.2.6
No members shall accept any payment, commission or gratuity in
connection with their membership of the Forum, except after being
authorized to do so by the Forum’s Executive Committee. 4.2.7
The Forum will not be aligned to any political party and members
shall not use their membership to promote the aims and objectives of any
political party. 4.2.8
The Executive Committee shall temporarily suspend any member who
is being prosecuted for a serious offence, or who is on bail for such an
offence, until the case has been resolved. Should the member concerned
be a member of the Executive Committee, or other Office Bearer, the
member shall cease to hold such office or position, until the case has
been resolved. 4.2.9
Any person with a criminal record shall not be eligible to hold
office. 4.2.10 In
the case of any breach of this code of Conduct the Executive Committee
may expel any member guilty of such a breach should the Executive
Committee consider that the person is no longer a fit and proper person
to be a member of the Forum. 4.2.11 Any
Executive member who is absent from three consecutive Forum meetings,
without apology or good cause, may be expelled from membership by the
Executive Committee. All members of the Forum in any capacity shall at
all times during their tenure as members be bound to the above
provisions regarding duties and functions and to the Code of Conduct set
out in this paragraph 4.2 read with paragraph 15 below. 5.
EXECUTIVE COMMITTEE (EXCO) 5.1
The Forum shall be managed by an Executive Committee (hereafter
referred to as the EXCO) elected at Annual General Meetings. Members of
the South African Police Service and Reservists will not be entitled to
serve as EXCO members. No person who has not attended at least 50% of
the monthly CPF meetings during the calendar year prior to the Annual
General Meeting may stand for election to the EXCO. The EXCO shall comprise: 5.1.1 A Chairperson 5.1.2 A Deputy Chairperson 5.1.3 A Secretary 5.1.4 A Treasurer 5.1.4.1 The Treasurer shall, when called upon, undertake the role as Deputy Secretary. 5.1.5 A Communications Officer 5.1.6 Chairpersons or their designate of all the Sub Forums 5.1.7 The Station Commissioner or his designate 5.1.8 A representative from Durban Metro Police 5.1.9 A maximum of four (4) other persons including co-opted members referred to in paragraph 5.1.10, below 5.1.10 Any
co-opted members as per requirement 5.2
If an office-bearer of the EXCO is absent without a valid apology
from meetings for a period of three (3) consecutive months, his/her seat
shall be declared vacant by the Forum. If an office-bearer of the EXCO
does not attend more than 70% of the scheduled meetings during his/her
year of service, he/she shall automatically become ineligible for
re-election. 5.3
The Chairperson shall not remain in office for a period longer
than three (3) consecutive years. 5.4
The members of the EXCO shall hold office for the period from
their election or appointment in terms of this constitution until the
earlier of the end of the next Annual General Meeting following their
election or the dissolution of the EXCO or the Forum at a Special
General Meeting called for this purpose or his/her removal from office
in terms of this constitution read with the SAPS Act and regulations
thereunder. 6. MEETINGS 6.1
Annual General Meeting 6.1.1
The Annual General Meeting shall be convened and held before the
30th April. The Secretary shall give notice in writing at least
twenty-one (21) days in advance of such a meeting. Such notice will be
published in local media. 6.1.2
The simple majority of members shall constitute the quorum at an
Annual General Meeting 6.1.3
Annual General Meetings shall – * Consider and make proposals to the Clusters and the Provincial Board where necessary. * Receive, discuss and adopt the EXCO’s report on the work of the Forum, which shall include the following: * Chairperson’s Report * Secretarial Report * Treasurer’s Report / Audited Annual Financial Statements * Sub Forum’s Reports * Station Commissioner’s Report and * a report from Metro Police. * Discuss and draft resolutions on local matters pertaining to overall policy objectives of community policing. *
Elect the office bearers of the Forum in the form of the EXCO as
set out in 5.1, above. 6.1.4
The EXCO shall be elected on an Annual basis; 6.1.4.1 The Chairperson or Secretary in the Notice Convening the Annual General Meeting shall call for nominations to the EXCO in writing from the public; 6.1.4.2 Nominations shall be in writing accompanied by the written consent of the person nominated so as to be received by the Secretary of the Forum not later than 48 hours before the Annual General Meeting; provided that members of the EXCO are also capable of being elected by way of nominations with the consent of the nominee given at the Annual General Meeting itself should insufficient nominations be received to comply with 5, above; 6.1.4.3 Nominees shall be members of the Forum; 6.1.4.4 The
Secretary shall act as the Electoral Officer. 6.2
Special General Meetings 6.2.1
The Chairperson or the EXCO may instruct the Secretary to convene
a Special General Meeting to discuss and rule on special matters giving
a minimum Seven (7) days notice. 6.2.2
Notice of the Special General Meeting shall be in writing and
published in the local media. 6.2.3
The simple majority of the average number of members of the Forum
who have attended the monthly Forum meetings in the calendar year
preceding the Special General Meeting shall constitute the quorum at a
Special General Meeting. 6.3
Forum Meetings The Forum’s General Meetings consisting of
representatives from Sub Forums shall be held on a monthly basis and
may: 6.3.1
Adopt campaigns and programs for the Forum. 6.3.2
Receive and consider reports from the EXCO, including all
communications and bulletins from the Provincial Board. 6.3.3
Consider and implement directives and feedback from the
Provincial Board. 6.3.4
Make submissions to Provincial Board. 6.3.5
Receive reports on the state of policing within the area of the
Hillcrest Police Station. 6.4
Executive Committee Meetings 6.4.1
The Executive Committee of the Forum will convene at least once
every month, and more often if necessary, on no less than 48 hours
notice, at a time and venue mutually acceptable to all members to
discuss and rule on matters relating to the management of the Forum. 6.4.2
All resolutions at EXCO meetings are passed by means of
consensus. 6.4.3
When the Chairperson is absent for whatever reason from the EXCO
meeting, the Deputy Chairperson shall Chair the meeting. 6.4.4
The simple majority of members shall constitute the quorum at an
EXCO meeting 6.5
Annual General Meetings 6.5.1
The simple majority of the average number of members of the Forum
who have attended the monthly Forum meetings in the calendar year
preceding the Annual General Meeting shall constitute the quorum at the
Annual General Meeting. 6.5. 2 If
a quorum is not present at the commencement of a scheduled meeting, the
meeting shall be adjourned for fifteen (15) minutes. If after this
period there is no quorum the meeting shall be rescheduled within
twenty-eight (28) days. 6.5.3
Those present at the rescheduled meeting shall constitute a
quorum and any decisions taken at the second meeting shall be binding. 7.
VOTING AND ELIGIBILITY TO VOTE AT THE FORUM MEETINGS Representatives at a Forum Meeting shall be
eligible to vote as follows: 7.1
Each recognised Sub Forum Chair shall be entitled to one vote 7.1.1
Each Sub Forum Chair retains in addition their individual vote as
a member of the community. 7.2
Each member of the community shall be entitled to one vote 7.3
The Station Commissioner shall be entitled to one vote 7.4
The Metro Police shall be entitled to one vote 7.5
A motion will be taken as carried by a simple majority of votes
cast in favour of the motion, with the exception of amendments to the
Constitution where a two-thirds majority is required. The Chairperson
may also rule that a two-thirds vote is necessary when the rights of
members are to be limited or removed, or where a previous decision is to
be changed. 7.6
In the event of a deadlock, the Chairperson shall have the
deciding vote. 7.7
Voting shall be by a show of hands or by secret ballot if
required. In the event of a secret ballot the Chairperson shall not have
a casting vote. Instead, the ballot will be repeated until a majority
decision is obtained. 7.8
When voting for office bearers, and in the event that three or
more persons are nominated for that particular office, the first ballot
cast shall have the result of eliminating the nominee with the least
number of votes. The ballot shall be cast for as many times as it is
required to reduce the nominees to two, at which time the ballot shall
be cast one last time, and the nominee with the majority vote shall be
appointed to that office. 8.
MEETING PROCEDURES 8.1
Annual General Meeting The following procedure must be adhered to at an
Annual General Meeting: 8.1.1
Reading of the notice according to which the meeting was
convened. 8.1.2
Reading and validation of the minutes of the previous Annual
General Meeting and the minutes of Special General Meeting if any such
meetings were called since the convening of the previous Annual General
Meeting. 8.1.3
The discussion of any issues arising from the minutes mentioned
in clause 8.1.2. 8.1.4
8.1.4.1 the Chairperson’s annual report. 8.1.4.2 the Treasurers report 8.1.4.3 the Station Commissioners report 8.1.4.4
the Metro Commanders report 8.1.5
Election of the EXCO of the Forum annually. 8.1.6
Discussion and consideration of issues put on the agenda for
deliberation of the Annual General Meeting as mentioned in paragraph
8.1.2. 8.1.7
The Secretary shall be notified in writing at least forty-eight
(48) hours prior to the meeting for inclusion of any matter for
discussion. 8.2
Meeting Procedures 8.2.1
Meetings shall be conducted in terms of generally accepted
procedures and practices. 8.2.2
Silence should be kept during meetings and members may not leave
their seats without the permission of the chairperson. 8.2.3
Members shall obtain permission from the Chairperson to speak, by
raising their hand. 8.2.4
Members shall address the Chairperson at all times. 8.2.5
When a member becomes guilty of poor conduct, it is the
responsibility of the Chairperson to expel the guilty person from the
meeting. 8.2.6 No disturbances shall be tolerated, but a representative may interrupt a speaker on a point of order through the chair. 8.2.7
With regard to a point of order the Chairperson will make a final
decision. 8.2.8
The Chairperson may amend the agenda of the meeting. 9.
FINANCIAL POLICY 9.1
The Financial Year shall be 1st April to 31st March 9.2 Logistical and Financial Management The following needs to be undertaken: • To establish a Finance Committee • To open a bank account • To maintain books of account • To apply for a fund raising number •
To embark on fund raising 9.3 Finance Committee The Finance Committee shall consist of the
Treasurer (who will chair this committee), the Chairperson and the
Secretary of the Forum and the Treasurers of each of the Sub Forums,
including the Station Commissioner. The EXCO may as the need arises
co-opt a member to represent a sub-forum in place of a sub-forum
treasurer. These office bearers must ensure that: • financial statements and reports are available for inspection at any given time; • outstanding accounts are controlled and paid in full at the end of each month; • every payment is authorized beforehand at an EXCO meeting; • the interests of the members and of the CPF – structure are protected; • irregularities are investigated and remedial steps taken; • regulations for the orderly management of the CPF – structure are drawn up; • the prescribed books and registers are correctly kept up to date; •
supervision and control, in general, are carried out. 9.4 Bank Account A bank account shall be opened in the name of the
Forum. Two of four signatures shall be submitted to the bank, being that
of the Chairperson, Deputy Chairperson, Secretary and Treasurer. The
four signatures are grouped, with the Chair and Deputy Chair falling as
signature A, the Secretary and Treasurer as signature B. Any withdrawals
require one signature from group A and a co-signature from group B. This
being the agreed format of co-signing after such authorization has been
passed at a Forum meeting. 9.5
Books of Account 9.5.1
Books of account shall be maintained to manage Forum funds 9.5.2 The Treasurer will perform the following duties: • keep all financial books, registers and accounts up to date; • prepare the certificates, accounts and statements every month; • prepare annual statements for submission to the Annual General Meeting of the Forum; • present a monthly report to the committee regarding the financial position of the Forum structure; • all financial transactions must be authorized at an EXCO / Forum meeting duly proposed and seconded and minuted; • bring every aspect which may have financial implications to the attention of the Chairperson. •
ensure that an audit is conducted by an independent agency
annually and is submitted to the Cluster and Provincial Board. 9.5.2.1 The following books, registers and statements shall kept be as applicable at the office of the Forum and in the event of no office being set aside or allocated therefore at the office or home of the Chairperson or Acting Chairperson, or any other designated person by the EXCO, of the Forum for the time being: Cash book Cheque book Receipt book Bank Deposit book Minute book Banking account details Inventory register (Asset Register)
Financial statements 9.5.3
All members of the Forum shall be entitled to access to the above
books and records on reasonable notice, in all instances no less than 72
hours, and shall be entitled to any copies thereof on payment of a
reasonable fee for the cost thereof. 9.6 Fund Raising Number In order to raise funds the Forum needs to register
as a Fund Raising Organization in terms of the Fund Raising Act of 1978
(Act 107 of 1978). Any funds generated shall be subject to the financial
discipline as prescribed by the Finance Committee. 9.7 Fund Raising The Forum shall embark on fund raising both from
the community and business. The funds shall be used solely for matters
directly affecting the business of the Forum, the Sub-Forums and the
Hillcrest Police Station. The Forum shall have access to funding from
any other source and shall follow the guidelines prescribed by the
Central Government for specific projects, which may become necessary. 9.8 Procedure for the disbursement of funds 9.8.1
Application for funds may be made by the Forum, a Sub-Forum and
the Hillcrest Police Station. 9.8.2
The application for funds must be fully motivated and used as set
out in paragraph 9.7. 9.8.3
Any application to be made to the Chairperson, Deputy
Chairperson, Secretary or Treasurer of the Forum for consideration. All
applications shall be considered once a month, provided that in an
emergency situation the Chairperson, Deputy Chairperson, Secretary and
Treasurer can authorize expenditure up to the amount of R1000-00. 9.9 Auditor The Forum shall appoint an auditor, to audit the
financial statements of the Finance Committee, to be presented at the
Annual General Meeting. Not withstanding that the Provincial
Commissioner may conduct an audit at the discretion of the Provincial
Board. 9.10 Legal Compliance It is the responsibility of the EXCO to ensure that
all legal and statutory compliance is ensured. 10.
DUTIES AND POWERS OF THE EXECUTIVE COMMITTEE The Executive Committee (EXCO) of the Forum shall,
in executing its managerial functions, have the following powers and
duties: 10.1
To set up geographical Sub-Forums for the effective and efficient
management of the Forum. 10.2
To appoint at its own discretion sub-committees and direct issues
and allocate tasks to these committees, and co-opt members of the Forum
to serve on these bodies. 10.3
To maintain and supervise efficient control over members and the
administration of the Forum. 10.4
To accept, investigate, consider and rule on grievances or
information received regarding the activities of the Forum. 10.5
All the mandated actions by the EXCO or any of its members in the
bona fide performance of their duties shall be regarded as if performed
by the entire Forum. 10.6
The Chairperson and Station Commissioner jointly will on a
day-to-day basis be empowered to make necessary urgent rulings. These
rulings shall require ratification at the next EXCO or Forum meeting. 10.7
To ratify any act or omission of any member of the EXCO where
such act or omission be performed in good faith in the furtherance of
the objectives of the Forum or performance of the functions or discharge
of the duties of the EXCO. 10.8
To elect and co-opt persons who are members of the Forum to
assist in the performance of its functions and discharge of its duties
and to procedurally dismiss such persons. 10.9
To open, operate and close bank accounts in the name of the
Forum. 10.10 The
EXCO shall not carry out any profit making activities, save for the sole
benefit of the Forum, nor provide any financial assistance to any
persons whether or not members and whether for personal or business
reasons. 11.
ESTABLISHMENT OF COMMUNITY POLICE SUB-FORUM At the adoption of this Constitution the following
Sub-Forums have been identified, but further Sub-Forums may be added or
removed as and when the need arises: 1. Sub-Forum: Roman One 2. Sub-Forum: Langefontein 3. Sub-Forum: Umgababa 4. Sub-Forum: Protea 5. Sub-Forum: Shongweni 6. Sub-Forum: Qadi 11.1 Membership of Sub-Forums Membership of Sub-Forums shall be made up of but
not restricted to representatives from the local community based
organizations, the Local Councilors, members of Parliament, Civil
Authorities and at least 2 representatives from each area of the
Sub-Forum. The following Civil Authorities may be represented on all Sub
Forums: Schools, Fire Department, Metro Police, Protection Services,
Security Companies, Religious organizations and any other organization
sharing similar goals and visions of this constitution. The Station
Commissioner and Chairperson are ex-officio members of all Sub Forums
but shall have no voting rights in the Sub Forums. 11.2 Annual General Meeting of Sub-Forums The AGM of each Sub-Forum shall be held not later
that the 31st March of each year. 11.3 Office Bearers of Sub-Forums Chairperson Deputy Chairperson Secretary and / or Treasurer Four (4) Committee Members These office bearers shall perform the same
functions as laid out for those of the Forum. 11.4
Office bearers of the Sub-Forums shall be elected biannually. 11.5 Management of Sub-Forums An Executive Committee consisting of the office
bearers and the elected members shall manage the affairs and
administration of the Forum. 11.6
Meeting of the Sub-Forums 11.6.1 The Executive Committee The Executive Committee shall meet at least once a
month. 11.6.2 The Sub-Forum The Sub-Forum shall convene a Public Meeting on a
monthly basis. 11.7
Quorum of the Sub-Forums The quorum for all meetings of the Sub-Forums shall
be the simple majority. 11.8
The Sub-Forums shall abide and be bound by this Constitution in
managing their affairs. 12.
DUTIES OF THE CHAIRPERSON 12.1
Shall preside over meetings of the Forum. 12.2
Shall liaise with the Clusters and Provincial Board. 12.3
Shall present reports on the state of the Forum to the general
meetings of the Forum. 12.4
Shall supervise all work of the Forum in conformity with the
constitution and rules of procedures agreed upon by the Forum. 12.5
Shall report regularly to the Clusters and Provincial Board. 12.6
The Chairperson is by virtue of his/her office, an ex-officio
member of all committees and subcommittees of the Forum, whether such a
committee is temporary or permanent, elected or nominated. 13.
DUTIES OF THE DEPUTY CHAIRPERSON 13.1
The Deputy Chairperson shall perform all duties of the
Chairperson in his or her absence whether the absence be temporary or
permanent. 13.2
Shall perform such other duties that are delegated to him/her by
the Chairperson or the meeting of the Forum. 14. DUTIES OF THE SECRETARY The secretary has the following duties: 14.1
To take minutes in accordance with the provisions of this
constitution. 14.2
To receive and dispatch correspondence to and from the Forum. 14.3
To arrange all meetings. 14.4
To safe keep all official documents of the Forum. 14.5
To further the interests of the Forum as instructed by the EXCO. 14.6
To perform all duties usually associated with the office of the
secretary. 14.7
The secretary is by virtue of his/her office, an ex-officio
member of all committees and subcommittees of the Forum, whether such a
committee is temporary or permanent, elected or nominated. 15.
DISCIPLINARY PROCEEDINGS 15.1 Fundamental Principles The objectives of disciplinary proceedings are to: (a) address instances of unacceptable conduct by members of the Forum (b) effectively manage conflict in the Forum (c) ensure that before disciplinary steps are taken: (i) a member has a reasonable opportunity to state his or her case; and (ii)
all relevant circumstances are fully and objectively considered
before a decision is taken. 15.2
Offences 15.2.1 Any
offence aimed at damaging the integrity of the Forum and or destroying
its personnel or property, shall be considered as grave offences. 15.2.2 Any
violation of the principles of the Forum and standards of behaviour
expected of members, which seriously threatens the safety, property or
the image of the organization, or which substantially impedes its good
functioning, or which creates or is calculated to create demoralization
amongst the members, shall be considered a serious offence. 15.2.3 An offence shall be committed by a person who inter alia: (a) acts with intention to destroy the integrity of the Forum, its personnel, or property; (b) sabotages the activities of the Forum; (c) creates divisions within its ranks; (d) performs any other act calculated to undermine the effectiveness of the Forum or the SAPS; (e) acts for other organisations or groups hostile to the Forum’s policy and principles; (f) acts for any group or person who wishes to destroy the Forum or prevent it from fulfilling its stated aims and objectives. (g) acting in a way that exposes members to serious physical harm or death; (h) deliberately destroying the property of the organization or recklessly exposing it to danger; (i) behaving dishonestly in relation to the property of the organization; (j) carelessly passing on information that might be harmful to the working of the Forums or the SAPS; (k) abusing ones position to obtain material or other advantage; (l) fighting or behaving in grossly disorderly and unruly ways; or (m)
committing a serious crime defined by the Criminal Justice System
in 15.3 Sanctions Any offence referred to in paragraph 15.2, above may result in and include one or more of the following: 15.3.1 Reprimand 15.3.2 Suspension 15.3.3 Expulsion As decided by the EXCO in consultation with any
leadership organ from the Provincial Board and Clusters as being the
adjudicating body and disciplinary inquiry. 15.4 Disciplinary Procedures 15.4.1 Adjudicating Bodies The EXCO of the Forum or any leadership organ from
the Area Board shall be the adjudicating body in any disciplinary
enquiry. 15.4.2 An
accused in any disciplinary matter shall have the right to appeal to an
organ superior to the one that heard the case. 15.4.3 An
accused person shall not have the right to be represented by a legally
qualified person but may be assisted by any other member of the Forum. 16.
LEGAL PERSONALITY The Forum is the juristic person with legal
capacity. 17.
AMENDMENTS TO THE CONSTITUTION 17.1
The Constitution may only be amended at an Annual General
Meeting, or a Special General Meeting called for the purpose. 17.2
Should a Special General Meeting be called to amend the
Constitution, the rules pertaining to calling a Special General Meeting,
as set out in paragraph 6.2 read with paragraph 7.5 above shall apply. 18.
DISSOLUTION OF THE FORUM 18.1
The Forum may be dissolved in terms of the SAPS Act 68 of 1995,
as amended, by the Area Community Police Board consequent upon the
passing of a resolution by a two thirds majority at a Special General
Meeting called for that purpose by:- 18.1.1 The
Station Commissioner, or: 18.1.2 The
Chairman of the EXCO, or; 18.1.3 The
EXCO 18.2
No such Special General Meeting may be called unless and until
the party seeking the Dissolution of the Forum has:- 18.2.1 Given all the other parties in paragraph 18.1, above, no less than seven (7) days written notice informing him/her of his/her intention, and; 18.2.2 Set
out in such notice a summary of the reasons for the action proposed
requiring the other parties within seven (7) days of receipt of the
notice to respond and either agree to such action or resolve the reasons
for such call within such seven (7) day period and failing which the
party giving such notice shall proceed with the call for the Dissolution
of the Forum as set out above. 18.2.3 The
party seeking such dissolution has informed the said other parties that
notwithstanding any attempt to resolve the reasons for dissolution
pursuant to 18.2.2, he/she reasonably believes that grounds still exist
to proceed with the dissolution of the Forum as specified. 18.3
Notice of the Special General Meeting shall be given in
accordance with paragraph 6.2.1 read with paragraph 6.1.1, above. 18.4
In the event of dissolution of the Forum the assets remaining
after settlement of the liabilities of the Forum shall be donated to the
succeeding Forum for the Hillcrest Policing area or, in the event of no
succeeding Forum, to one or more associations or institutions having
similar objectives to the those of the Forum as designated by the
Provincial Community Police Board or failing such designation within
three (3) months of dissolution of the Forum, by a Court of law. 19.
ADOPTION This Constitution of the Hillcrest Community Police Forum was approved and adopted at a Special General Meeting held on 29 November 2006 in accordance with the resolution of the Forum on that day and duly amended at the Special General Meeting of the Forum on 9th June 2008 in terms of a resolution of the said Forum on that day. COPYRIGHT 2008- This constitution is protected by copyright. All rights reserved.
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