1.1. By virtue of sections 205 and 206 of the Constitution
of South Africa Act No. 108 of 1996 as read with sections 18 - 23 of
the South African Police Service Act No. 68 of 1995, a Community Police
Forum is established herewith known as the Fairland Police Community
Forum (FCPF) having jurisdiction within the Fairland Police Station
Area, as indicated in the attached map (“the station area”).
1.2. Within 14 days after the acceptance of this Constitution
at a duly convened Annual General Meeting of the FCPF, a copy thereof
will be submitted to the Member of the Executive Council (“MEC”)
overseeing policing in the Gauteng Province, for its registration and
recognition as the constitution of the FCPF.
1.3. The need to establish community police sub-forums
will be assessed by the FCPF as and when the need arises and such sub-forums
shall, if established, be accountable to the FCPF.
The FCPF shall be a voluntary association:
2.1 Existing in its own right, separately from its members;
2.2 Continuing to exist even when its membership and office bearers
2.3 Able to own property and other possessions in its own name.
The aims and objectives of the FCPF are to:
3.1 Establish, promote and maintain a partnership
between the community in the area and the police, whereby the community
becomes more intimately involved in the promotion of safety, security
and the attainment of a crime free environment;
3.2 Promote, improve and maintain communication and
relationships between the community and the police by inter alia publishing
a regular newsletter to serve as a mouthpiece to publicise and market
the interests of the police and the community as well as the aims and
objectives of the FCPF;
3.3 Promote, improve and maintain cooperation between
the community and the police in fulfilling the needs of the community
3.4 Improve the rendering of police services to the
community at local level;
3.5 Improve the transparency and accountability of
the police to the community;
3.6 Promote and improve joint problem-identification
and problem-solving by the police and the community;
3.7 Monitor the effectiveness and efficiency of the
3.8 Promote and evaluate the provision of visible
policing in the area;
3.9 Provide a medium to lobby central, provincial
and local government to ensure that the policing needs of the community
3.10 Raise funds under the auspices of the FCPF to
further the above aims and objectives;
3.11 Provide training programmes and seminars to police
and community members in furtherance of the above aims and objectives.
3.12 Encourage all individuals, organizations, groups,
businesses, institutions and interested parties who fall within the
station area to be represented on the FCPF.
The FCPF’s responsibilities are to:
4.1 Advise the police regarding local policing priorities;
4.2 Facilitate in resolving concerns, problems and
complaints from community members regarding policing;
4.3 Harmonise the relationship between the police
and the community;
4.4 Request the Station Commissioner to provide information
on policing on a quarterly basis;
4.5 Obtain regular feedback from the community about
the quality of police service-delivery;
4.6 Initiate community-based crime prevention projects;
4.7 Inform the community about the activities of the
FCPF and involve them, in these activities;
4.8 Ensure effective management of the FCPF’s
4.9 Develop a Community Safety Plan setting out the
programmes, projects and/or implementation plans which will be engaged
for the coming financial year, in order to promote the achievement of
the aims and objectives set out in paragraph 3 above. Indicate how such
aims and objectives will be funded for submission to the Area Community
5.1 Membership of the FCPF is open to all individuals,
bona fide community based organizations, faith-based organizations,
Non-Governmental Organizations, educational institutions, formal and
informal business organizations and other social organizations which
serve the community and who are living, working and based within the
5.2. All persons referred to in 5.1 above may participate
in the activities and attend annual and general meetings of the FCPF.
5.3. Duly authorized representatives of institutions
and organizations and individuals falling within paragraph 5.1 above,
shall register for membership of the FCPF in writing, with the Station
5.4. The local municipality shall be an ex officio
member of the FCPF.
5.5. The FCPF shall as far as practically possible
be representative of the station area.
5.6. No membership fee shall be payable.
5.7 Members of the FCPF are to be a-political in their
decision making in terms of which no personal political bias shall influence
them and the FCPF shall in all respects be a non-political, non-racial,
non-sectarian and gender friendly organization.
5.8 Members shall cease to be members of the FCPF
5.8.1 Upon their resignation, expulsion or suspension.
5.8.2 Upon such members ceasing to reside or maintain
a place of business in the station area.
5.8.3. Upon the organization they represent being
liquidated or disbanded.
5.9 Any member, including a member of the Executive
Committee who, in the opinion of two thirds of the Executive Committee,
acts in a manner which could cause harm to the FCPF or bring into disrepute
the name of the FCPF or anyone associated therewith, shall be immediately
suspended by the Executive Committee, pending the outcome of an investigation
and hearing before the chairperson or vice-chairperson and two thirds
of the Executive Committee at which such member will have the right
to be present and present his/her case. Any member who is expelled after
such an investigation and hearing as set out above, shall have the right
within seven days of being informed of the outcome of the hearing, to
lodge an appeal against such decision to the Area Community Police Board.
The notice of appeal shall not suspend the Executive Committee’s
decision pending the hearing of the appeal. Upon such appeal being lodged,
the Secretary shall dispatch all relevant documentation concerning the
case to the Secretary of the Area Community Police Board.
6.1. The FCPF shall be managed by an Executive Committee
consisting of elected members and certain co-opted ex officio members
as indicated hereinafter, all of whom shall be duly appointed at an
Annual General Meeting (“AGM”).
6.2. Elected members of the Executive Committee shall
serve for a maximum of 2 years. They may be re-elected or co-opted.
6.3. The Executive Committee shall comprise of:
6.3.1 A chair person, who must be a civilian;
6.3.2 A deputy chair person, who must be a civilian;
6.3.3 A secretary;
6.3.4 A treasurer;
6.3.5 Six additional members;
6.3.6 An administrator, who must be a member of the SAPS serving at
the station and co-opted as a member of the Executive Committee;
6.3.7 The Station Commissioner, Head of Detectives, Head of Crime
Prevention and Community Policing Officer, all of whom shall be co-opted
as ex officio members of the Executive Committee.
6.4. If an office bearer of the Executive Committee
other than a co-opted member, is absent without a valid apology for
3 consecutive executive meetings, the seat will automatically become
vacant and the Executive Committee may appoint a member or members of
the community to fill such vacancy/vacancies for the remaining period
until the next AGM.
6.5. The Executive Committee has the right and power
to establish, and delegate such powers as it deems appropriate to, sub-committees
as may be necessary to achieve the objectives of the FCPF.
6.6. In addition to the co-opted members referred
to in 6.3.above, the Executive Committee has the power to co-opt persons
6.6.1 Serve on the Executive Committee or any sub-committee
for such period and purpose as the Executive Committee may determine;
6.6.2 Attend a particular meeting of an Executive
Committee or sub-committee; or
6.6.3 Take part in the deliberation and consideration
by an Executive Committee or sub-committee of any particular issue.
6.7. A person co-opted in terms of the above sub-clause
6.6 shall serve on the Executive Committee or sub-committee in question
or attend the meetings in an advisory capacity and shall not be entitled
6.8. The Executive Committee shall ensure that proper
minutes and records are kept of all meetings.
6.9. The Executive Committee shall be responsible
for the day-to-day running of the FCPF.
7.1. The Executive Committee of the FCPF shall be
elected at an Annual General Meeting.
7.2. The Station Commissioner shall call for nominations
from members of the FCPF at least one month before the AGM.
7.3. Nominations for the FCPF Executive Committee
shall close 14 days prior to the date set for the AGM.
7.4. The community shall be notified of the nominees
for election to each position by public notice at the Police Station
and/or community centres and/or in the media or the FCPF newsletter
at least 10 days before the date set for the AGM.
7.5. Elections for the FCPF Executive Committee shall
be held during every second AGM, save in respect of vacancies that require
to be filled as set out in 6.4 above.
7.6. Nominees for the Executive Committee shall be
persons with good standing in the community. No person shall be eligible
for election to the Executive Committee if he or she has been convicted
of a criminal offence as listed in schedule 1 of the Criminal Procedure
Act No. 51 of 1977. .
7.7. The Station Commissioner shall be the Electoral
7.8. The relevant Area Community Police Board shall
monitor the electoral process.
8.1. Each FCPF member who has duly registered as provided
for in 5.3 above, shall have one vote at all meetings.
8.2. In the event of a deadlock the Chairperson will
have a casting vote.
9.1. Voting in a general FCPF meeting shall be by
a show of hands;
9.2. Voting during the election of the Executive Committee
shall be through a secret ballot;
9.3. Voting in the Executive Committee or any sub-committee
shall be by a show of hands.
10.1 Annual General Meeting
10.1.1 An Annual General Meeting shall be called within
3 months after the end of the financial year i.e. before the 31st of
November of each year to:
10.1.1.1 Discuss the Annual Report presented by
the Executive Committee;
10.1.1.2 Discuss and draft resolutions on matters pertaining to the
objectives and aims of community policing;
10.1.1.3 Elect, every second year, an Executive Committee;
10.1.1.4 Fill any vacancies on the Executive Committee;
10.1.1.5 Discuss and approve the year end financial statements and
10.1.1.6 Discuss and approve the Community Safety Plan developed by
the Executive Committee;
10.1.1.7 Appoint and approve the auditors of the FCPF.
10.1.1.8 Discuss any business of concern to the community
10.1.2. The community shall be notified of the date,
time, venue and agenda of any AGM by public notice at the Police Station
and/or community centre and/or in the local media and/or in the FCPF
newsletter at least one month prior to the meeting.
10.2 Special General Meetings
10.2.1. The Executive Committee may instruct the Secretary
to convene a Special general meeting to discuss and rule on special matters.
10.2.2. The Secretary shall on written request from
at least two thirds of the membership, call a special general meeting
to discuss and resolve on issues stated clearly in writing by the members
concerned. Notice of such a meeting shall be given to members at least
14 days prior to the date set for such Special General Meeting.
10.3 General FCPF Meetings
The Executive Committee shall convene General FCPF meetings at least on
a quarterly basis open to the general public living within the station
10.4. Executive Committee Meetings
The Executive Committee shall convene monthly and in addition as and when
they deem it necessary at the instance of the Chairperson or any member
of the Executive Committee after submission of a written request for such
meeting to the Chairperson.
11.1 Annual and General Meetings
11.1.1 At least 50% plus one (1) of all registered
members of the FCPF shall be present at an AGM or general meeting to
constitute a quorum.
11.1.2. If a quorum is not attained at the convening
of a scheduled AGM or general meeting, the meeting shall adjourn for
at least thirty minutes, where after if the quorum is still not attained,
the meeting shall be re-scheduled to a date not exceeding fourteen (14)
11.1.3. The notice of the re-scheduled meeting shall
be issued by the Secretary of the Executive Committee within five (5)
days from the date of the adjourned meeting.
11.1.4. At the re-scheduled meeting, if no quorum
is present, the meeting shall continue provided a record of the Notice
referred to in 11.1.3 above is presented by the Secretary and confirmed
by the members present.
11.2. Executive Committee Meetings
11.2.1 At least 50% plus one (1) of the Executive
Committee members present shall constitute a quorum for an Executive
11.2.2. If a quorum is not attained at the convening
of a scheduled Executive Committee meeting, the meeting shall stand
adjourned for at least thirty minutes, where after if the quorum is
still not attained, the meeting shall be re-scheduled to a date not
exceeding seven (7) days later.
11.2.3. The Notice of the re-scheduled meeting shall
be issued by the Secretary of The Executive Committee within two (2)
days from the date of the adjourned meeting.
11.2.4. At the rescheduled meeting, if no quorum is present, the meeting
shall continue provided a record of the Notice referred to in 11.2.3
above is presented by the Secretary and confirmed by the members present.
12.1 The FCPF shall open and maintain a bank account
in its name at a registered bank in which all funds received by the
FCPF shall be deposited.
12.2. No person may keep funds received by the FCPF
under his or her personal control.
12.3. Prior approval must be obtained from the Executive
Committee for all expenditure.
12.4. Receipts must be obtained for all expenditure
and timeously submitted to the Treasurer.
12.5. Withdrawal cheques and any other financial transaction
shall be signed by any two (one of which must be the Station Commissioner)
of four nominated signatories appointed from time to time by the Executive
12.6. The financial affairs of the FCPF shall be conducted
in accordance with Generally Accepted Accounting Practices (“GAAP”)
applicable in the Republic of South Africa.
12.7. The year-end financial statements of the FCPF
shall be independently audited and shall form part of the annual report
to be presented at its AGM.
12.8. The financial year period will be from 1 September
- 31st of August.
13.1. The Executive Committee shall play a leading
role in the promotion, development and implementation of the FCPF’s
aims and objectives set out in clause 3 above.
13.2. The Executive Committee is required to maintain
efficient control over the activities of the FCPF and the action of
its members in regard thereto.
13.3. The Executive Committee is required to appoint
at its own discretion sub-committees, co-opt members to serve on the
sub-committees, direct issues and allocate tasks to these sub-committees.
13.4. The Executive Committee shall determine the
application and distribution of funds collected for purposes of attaining
the aims and objectives of the FCPF.
13.5. It shall also prepare and draft the Community
Safety Plan and other projects referred to in paragraphs 3 and 4 above.
14.1. Duties of the Chairperson
14.1.1. Ensuring execution of all decisions passed
by the Executive Committee.
14.1.2. Presiding over meetings of the FCPF.
14.1.3. Serving as a member of the Area Community
Police Board established pursuant to the provisions of section 20
of the South African Police Service Act No. 68 of 1995.
14.1.4. Reporting regularly on the functioning of
the FCPF to the Area Community Police Board and provide feedback from
such Board to the FCPF.
14.1.5. Presenting reports on the work of the FCPF
at all meetings.
14.1.6 Supervising all work of the FCPF in conformity
with this constitution, the relevant legislation and procedures agreed
upon by the forum.
14.1.7 Being responsible for proper communication
between the Executive Committee and the community by inter alia establishing
the regular newsletter and appointing a person responsible for its
publication and distribution.
14.2. Duties of the Deputy Chairperson
14.2.1. In the Chairperson’s absence, the
Deputy Chairperson shall assume all functions of the Chairperson.
14.2.2. In the absence of both the Chairperson and
the Deputy Chairperson, the Executive Committee shall nominate one
of their number to preside at such meetings.
14.3. Duties of the Secretary
14.3.1. Taking minutes in accordance with the provisions
of this constitution at all meetings.
14.3.2. Receiving and dispatching correspondence
for and on behalf of the FCPF.
14.3.3. Arranging all meetings to be held.
14.3.4. Ensuring the safekeeping of all official
documents of the FCPF other than financial records.
14.3.5. Performing all other duties usually associated
with the office of a Secretary.
14.3.6. Executing instructions issued by the Executive
14.4. Duties of the Treasurer
14.4.1. The Treasurer will be responsible for the
finances of the FCPF and ensure strict compliance with the generally
accepted accounting practices and other financial policies laid down
by the Executive Committee.
14.4.2. Operating the bank account on behalf of
the FCPF and acting as co-signatory to all withdrawal cheques together
with another member of the Executive Committee.
14.4.3. Keeping books of account and other records
necessary to clearly reflect the financial position of the FCPF, which
should include keeping a separate register of all assets belonging
to the FCPF and liaising with the FCPF’s auditors.
14.4.4. Tabling a financial report at every general
FCPF meeting and annual financial report and budget at every AGM and
as requested by the Executive Committee.
14.5. Duties of the Administrator
14.5.1. The Administrator is to assist the Secretary
in the execution of his/her duties.
14.5.2. Receiving and dispatching information and
correspondence for and on behalf of the FCPF.
14.5.3. Assisting the Secretary in arranging all
meetings as required by the Executive Committee.
14.5.4. Assisting in the safekeeping of all official
documentation, financial records and assets of the FCPF.
14.5.5. Performing such administrative functions
as may be determined by the Executive Committee.
14.6. Additional Members
Additional members shall perform such functions as the Executive Committee
On the recommendation of the Area Community Police
Board, and after thorough consultation with all interested parties,
the MEC may dissolve the FCPF whereupon all the funds and assets collected
by the FCPF after payment of all debts will be distributed to other
community police forums at the discretion of the then Executive Committee.
Amendments to this Constitution may be made at a Special
General Meeting convened for this purpose in terms of par. 10.2 above
at which at least 75% of the registered members are present. In addition
a two thirds majority of all active members attending that meeting will
be required to ratify amendments or changes to this Constitution.
In the event of doubt as to the meaning or interpretation
of any clause of this Constitution, the Executive shall be the final
arbitrator in regard thereto and its decision shall be binding on the
No information of a confidential nature acquired by
any member of the Executive Committee shall be disclosed to any person
during or after their term of office.