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THE CONSTITUTION OF THE NORKEM PARK COMMUNITY POLICE FORUM
1. MANDATE
The Norkem Park Community Police Forum (NP CPF) functions in terms of the Constitution of the Republic of South Africa (Act 106 of 1996) subject to the provisions of Sections 18-23 of the South African Police Services Act (Act 68 of 1995) as well as the National Instruction on Sector Policing of 2003 and the Gauteng Provincial Directives and Guidelines for the Community Police Forums and Boards 2005 as applicable on Community Police Forums.
2. JURISDIC ENTITY
The NP CPF functions as a jurisdic person, i.e. a legal entity with full legal capacity, independent from its members.
3. DEFINITIONS
In the constitution
3.1 “NP CPF” shall mean Norkem Park Community Police Forum. 3.2 “SCF” shall mean Sector Crime Forum. 3.3 “SAPS” shall mean South African Police Service. 3.4 “AGM” shall mean Annual General Meeting. 3.5 “EXCO” shall mean Executive Committee. 3.6 “Community” shall mean the residents of the area of the Norkem Park SAPS precinct. 3.7 “BAC” shall mean the Business Against Crime. 3.8 “SMT” shall mean the School Management Team. 3.9 Reference to male and female, plural and singular shall mean the other.
4. GEOGRAPHICAL AREA OF RESPONSIBILITY
4.1 The NP CPF serves as a coordinating body between the NP SAPS and the community in the precinct of Norkem Park SAPS. 4.2 The NP CPF functions through SCF’s being subforums of the NP CPF. 4.3 SCF’s shall be established by the Norkem Park SAPS in the Sectors as determined by the Norkem Park SAPS.
5. VISION AND MISSION
5.1 Vision Statement
The vision of NP CPF is to create and maintain a safe and crime free community by the community in partnership with the applicable law enforcement agencies.
5.2 Mission Statement
The vision of the NP CPF will be achieve by working in unity and partnership with the community, the South African Police Service, and the Ekurhuleni Metro Police in an environment of mutual trust and respect.
6. OBJECTIVE
The aims and objectives of the NP CPF shall include the following:
6.1 The establishment and maintenance of a partnership between the community and the SAPS in combating crime. 6.2 The promotion of communication between the SAPS and the community. 6.3 The promotion of cooperation and accountability between the SAPS and the community. 6.4 The promotion of cooperation with the SAPS in fulfilling the needs of the community regarding policing. 6.5 The improvement of the rendering of police services to the community. 6.6 The improvement of transparancy of the SAPS and the accountability of the SAPS to the community. 6.7 The promotion of joint problem identification and solving between the SAPS and the community. 6.8 The assistance of the SAPS with the procurement of the necessary logistical needs and equipment in order to render a professional service to the community. 6.9 The strive to eliminate attitudes and perceptions that alienate the SAPS from the community. 6.10 The objective of the NP CPF is to be the eyes and ears of the SAPS by getting the community involved in combating crime and crime prevention. 6.11 The primary focus areas of the NP CPF through the SCF’s are: 6.11.1 Crime prevention and intelligence gathering by and through the community. 6.11.2 Assistance to the SAPS in reaction towards incidents of crime. 6.11.3 Community care after incidents of crime.
7. RESPONSIBILITIES
The responsibilities of the NP CPF are to:
7.1 Advise the SAPS regarding local policing priorities. 7.2 Facilitate in resolving concerns, problems, and complaints from the community regarding policing. 7.3 Harmonise the relationship between the SAPS and the community. 7.4 Request the SAPS to provide feedback on policing on a regular basis. 7.5 Obtain regular feedback from the community about the quality of the police service delivery. 7.6 Initiate community-based crime prevention projects. 7.7 Assist the Norkem Park SAPS with the implementation of sector policing in the community. 7.8 The establishment, through the SCF’s, of a SMT in or around every primary and secondary school in the Sector. 7.8.1 The SMT shall be as inclusive as possible and be establish in consultation with the School Governing Body where applicable. 7.8.2 The SMT shall 7.8.2.1 co-ordinate social crime prevention activities in schools and be accountable and report to the SCF. 7.8.2.2 assist the police in gathering information regarding criminal activities around schools. 7.8.2.3 play a major role in the co-ordination and implementation of school safety projects. 7.9 The establishment of a BAC subforum that will coordinate crime prevention and other crime related communications to the SAPS. 7.10 The BAC shall elect from the business community a chairperson that will represent the BAC on the NP CPF EXCO. 7.11 The BAC shall elect from the business community in the Sector a Sector Chairperson that will represent the BAC at the applicable SCF. 7.12 The evaluation of the provision of visible policing priorities, including but not limited to 7.12.1 The provision, and staffing of the police station. 7.12.2 The reception and processing of complaints and investigations. 7.12.3 The prosecution of offenders.
8. CODE OF CONDUCT
8.1 The NP CPF and SCF’s operates on a basis of being non-profitable, non- political, non-racial, non-sexist and non-sectarian as far as its composition, discussions, actions, membership and the constitution of its committees and subforums. 8.2 The NP CPF and SCF’s and its members shall not intervene with the internal affairs or operational policing policies of the SAPS except to play an advisory role in matters which deem to have an adverse effect on the community interests. 8.3 The NP CPF EXCO, SCF’s shall have no power of command and control over the SAPS or any member of the SAPS in the policing of the community. 8.4 To prevent any potential of conflict of interest, no NP CPF EXCO, SCF, sub-forum, or subcommitee member shall be involved for remuneration of whatever means, in any organisation in the community which activities are related or deem to be related to safety and security and or crime prevention of whatever nature. 8.5 A NP CPF EXCO and or SCF member may be dismissed as a member if charged with a criminal offence. If such a member is found not guilty of the accusations made and or charged for, such a member can approach the NP CPF EXCO for restoration of membership. 8.6 The paramount fiduciary duty of the members of the NP CPF EXCO, SCF’s, subforums, and subcomittees shall always be to act bona fide to the benefit of the NP CPF, by acting in a duty of care and not to jeoparadise the proper functioning of the NP CPF and any of its structures, subforums and or subcommittees. 8.7 The NP CPF EXCO shall be mandated to, with a two third majority vote at its meeting, and subject to the meeting of the good order and dispute resolution procedures as stipulated in the constitution, terminate the service of or expell any NP CPF EXCO, SCF, subforum, and or subcommittee member for the breach of the code of conduct of the NP CPF.
9. MEMBERSHIP
9.1 The NP CPF membership shall be representative of the community it serves. 9.2 Membership of and participation of the NP CPF is a voluntary community service. 9.3 No membership fees shall be payable. 9.4 Membership of the NP CPF is open to all bona fide community based organisations, faith-based organisations, non-governmental organisations, formal and informal business organisations, and residents which reside or have an office or interests in the precinct of the Norkem Park SAPS.
10. THE NP CPF EXCO
10.1 The day-to-day running, control and direction of the NP CPF shall vest with the NP EXCO. 10.2 The NP EXCO shall consist of 10.2.1 the following elected non SAPS members from the community: · Chairperson · Deputy Chairperson · Secretary · Deputy Secretary/Administrator · Treasurer · SCF Chairpersons · Six additional members: · Trauma Counselling
· Coordinator & skills development: Crime Prevention and Intelligence (Block Watches and Reservists Recruiting) · Coordinator & Skills Development: Community Care (Safe houses and Emergency Care). · BAC Representative · SMT Representative · Church’s representative 10.2.2 the following ex officio members: · SAPS Norkem Park Station Commander · SAPS Norkem Park Head of Crime Prevention · SAPS Sector Commanders · Metro Police Representative(s) · Ward Counsellors · Ward Committee members on Safety and Security · Department of Justice representative 10.3 Elected members of the NP EXCO and SCF’s shall serve for a maximum term of three years. This term of office shall be sufficient to allow for financial and programme accountability. Serving NP CPF EXCO and subforum members may be re-elected or co-opted. 10.4 If an NP EXCO member is absent for three consecutive meetings his seat will automatically become vacant. 10.5 The NP CPF EXCO shall have the right to co-opt persons to: 10.5.1 serve on a committee for such a period as the NP CPF EXCO may determine. 10.5.2 attend a particular meeting of a committee. 10.5.3 take part in the consideration by a committee of a particular issue. 10.6 The NP EXCO and SCF’s shall ensure that proper minutes and records are kept of all meetings.
11. ELECTION OF THE NP CPF EXCO AND SCF’s
11.1 The NP CPF EXCO, excluding SCF members shall be elected at its AGM every third year. 11.2 Rules for the Electoral College and Election of Exco members: 11.2.1 The Electoral College for the election of the new NP CPF Exco will be formed by a maximum of 5 (five) SCF members from each Sector in the Norkem Park SAPS Precinct plus the serving NP Exco members. The names of the Electoral College members will be minuted accordingly before the Election of the Exco members. 11.2.2 The members of the Electoral College will have the right of nomination, seconding, and voting for the election of the new NP CPF Exco. 11.2.3 All other persons present at the meeting will be observers to the election process. 11.2.4 Each member of the Electoral College will have only one vote per portfolio position. 11.2.5 Any member from the community, excepte those excluded in terms of this constitution or by law, can be nominated to stand for any position by any member of the Electoral College. 11.2.6 Members will be voted for after acceptance and seconding of the nomination by a member of the Electoral College. 11.2.7 Each portfolio position will be voted for on its own. 11.2.8 Candidates for positions will be requested to leave the meeting before election takes place for the position they are standing for.The candidates will be able to join the meeting again after the voting process for their portfolio has been completed. 11.3 Election of NP CPF EXCO members at the AGM will be for the following portfolios: · Chairperson · Deputy Chairperson · Secretary · Deputy Secretary/Administrator · Treasurer · Six additional members: · Trauma Counselling · Coordinator & skills development: Crime Prevention and Intelligence (Block Watches and Reservists Recruiting) · Coordinator & Skills Development: Community Care (Safe houses and Emergency Care). 11.4 The additional members for BAC, SMT, and Church Representatives shall be elected members of the NP CPF EXCO being elected by their respective bodies. 11.5 SCF members shall be elected at Sector level by the community at the Sector public meeting in September every third year. 11.6 Nominees for election shall be persons with good standing in the community. 11.7 The Station Commander of the Norkem Park SAPS, or in his absence, the Head Crime Prevention Norkem Park SAPS, shall be the electoral officer at the election of an NP CPF EXCO. 11.8 The Sector Commander as appointed by the Head Crime Prevention Norkem Park SAPS shall be the electoral officer at the election of the SCF for that Sector. 11.9 A representative of the Area Community Police Board under which the Norkem Park SAPS police station falls shall be invited to monitor the electoral processes.
12. VOTING
12.1 Matters at meetings shall be decided upon by majority vote unless otherwise stipulated in the constitution. 12.2 A member at a meeting shall have one vote per matter under discussion at the meeting. 12.3 In the event of a deadlock, the chairperson of the meeting will have a casting vote. 12.4 Except for the election of NP EXCO members, will voting be by show of hands. 12.5 Voting for the election of NP EXCO members will be through secret ballot.
13. MEETINGS
13.1 NP CPF meetings will take place in accordance to the following year plan: January : No meeting February : NP CPF EXCO Meeting March : Public meeting by SCF’s April : NP CPF EXCO Meeting May : NP CPF EXCO Meeting June : NP CPF AGM July : NP CPF EXCO Meeting August : NP CPF EXCO Meeting September : Public meeting by SCF’s October : NP CPF EXCO Meeting November : NP CPF EXCO Meeting December : No meeting 13.2 NP CPF EXCO meetings will take place on the first Thursday evening of the month. 13.3 SCF’s shall meet at least every fortnight. 13.4 The NP CPF AGM shall be called before the end of June every year to, amongst other business, 13.4.1 Discuss the annual report presented by the NP CPF EXCO. 13.4.2 Discuss and approve the NP CPF budget and year plan. 13.4.3 Every third year, to elect an EXCO for the NP CPF. 13.4.4 Approve amendments to the constitution of the NP CPF.
14. SPECIAL MEETINGS
14.1 The NP CPF EXCO may instruct the secretary to convene a special general meeting to discuss and rule on special matters. 14.2 The secretary shall on written request by at least two-thirds of the elected NP CPF EXCO, call a special general meeting to discuss and resolve on issues stated clearly in the written request by the members concerned. 14.3 The NP CPF EXCO may instruct the secretary to convene special NP CPF EXCO meetings when it deem necessary.
15. NOTICES
15.1 Notice for monthly NP CPF EXCO meetings will be based on the constitution of the NP CPF subject to confirmation at the preceding NP CPF meeting. 15.2 Notice for SCF meetings will be based on the constitution of the NP CPF subject to confirmation at the preceding SCF meeting. 15.3 The community shall be notified of the date, time and venue of an AGM by public notice in the local newspaper at least two weeks prior to the meeting taking place. 15.4 The responsibility of giving notice of a meeting lies with the secretary of the meeting, failing which the chairperson of the meeting.
16. QUORUM AT AND ATTENDANCE OF MEETINGS
16.1 Members who qualify for membership in terms of the constitution being present at the AGM or general or public meeting shall form a quorum for that meeting. 16.2 At least fifty percent plus one of the elected members of the NP CPF EXCO or SCF will constitute a quorum for its meeting. 16.3 If a quorom is not attained within fifteen minutes after the noticed time given for the meeting, the meeting shall adjourn. The meeting shall be rescheduled to a date not later than the follow-up meeting according to the constitution. 16.4 The Norkem Park SAPS Station Commander, NP CPF Chairperson and NP CPF Secretary will be ex officio members of all subforum and sub- committee meetings of the NP CPF but will not form part of the quorum of the meeting.
17. FINANCE AND ADMINISTRATION
17.1 Although the NP CPF is a non-profit organisation it may, in addition to financial support received from the Provincial Department of Safety and Security, raise funds and accept donations to support its activities and projects. 17.2 All fundraising activities of the NP CPF, inclusive of fundraising activities of SCF’s, will be subject to approval by the NP CPF EXCO prior to implementation. 17.3 Financial reports must be presented at the AGM. 17.4 An independent auditors report must be presented at the AGM. 17.5 No member of the NP CPF EXCO or any subforum shall be entitled to any remuneration based on his participation in the NP CPF EXCO or any subforum. 17.6 The NP CPF or any of its subforums may not establish itself as a Section 21 Company. 17.7 The NP CPF EXCO shall open and maintain a bank account in the name of the NP CPF in which all funds received by the NP CPF shall be deposited. 17.8 No person may keep any funds or assets received by the NP CPF or received on behalf of the NP CPF under his personal control. 17.9 Prior approval must be obtained from the NP CPF EXCO for all expenditure or financial commitments to the NP CPF or any subforum. 17.10 Receipts must be obtained for all expenditure and timeously submitted to the Treasurer. 17.11 Unauthorised expenditure and expenditure without receipts shall be deemed to be for the personal account of the person committed such an expenditure. 17.12 Two members of the NP CPF EXCO shall jointly sign any document related to a financial transaction of the NP CPF. 17.13 Members of the NP CPF EXCO to sign documents related to a financial transaction shall, prior to signing, be mandated and authorised thereto by a decision of the a NP CPF EXCO meeting. 17.14 Provisional financial reporting shall be tabled by the treasurer to the NP CPF EXCO meetings. 17.15 The financial year of the NP CPF will be 1 April to 31 March every year.
18. DUTIES OF THE NP CPF EXCO
The duties of the NP CPF EXCO shall be to
18.1 Inform the community about the activities of the NP CPF and engage the community in these activities. 18.2 Ensure effective management of NP CPF’s resources. 18.3 Play a leading role in the promotion, development, and implementation of community policing in the Norkem Park SAPS precinct. 18.4 Maintain efficient control over the NP CPF and subforums. 18.5 Form, at its discretion, subforums to help in the execution of its duties. 18.6 Disband, at its discretion, the existence of a subforum if the need for such a subforum cease to exist. 18.7 Appoint, at its discretion, a subcommittee, co-opt members to serve on those sub-committees, direct issues and allocate tasks to such sub- committees. 18.8 Co-opt members to fill vacancies that may occur on the NP CPF EXCO for the remaining period to the next election. 18.9 Nominate and appoint delegates to any organisation or association to which the NP CPF is affiliated to or have an interest in being represented at such an organisation or association. 18.10 Convene meetings in terms of the constitution of the NP CPF.
19. DUTIES OF OFFICE BEARERS
19.1 NP CPF EXCO MEMBERS
19.1.1 Chairperson · Chairperson of CPF Meetings · Strategic Management · Liaison with SAPS Station Commissioner · Liaison with North Rand Area Board · Liaison with neighbouring CPF’s 19.1.2 Deputy Chairperson · Chairperson of CPF Meetings in absence of the Chairperson. · Skills Development. · Media Liaison. 19.1.3 Secretary · Meeting Notices, Agendas and Minutes. 19.1.4 Deputy Secretary/Administrator · Asset Management. · Secretary for the CPF in absence of the Secretary 19.1.5 Treasurer · Budgeting. · Fundraising. · Financial Management and Reporting. 19.1.6 Additional Member · Coordinator & Skills Development: Community Care (Safe houses and emergency care). 19.1.7 Additional Member · Coordinator & Skills Development: Crime Prevention and Intelligence (Block Watches and Reservists Recruiting). 19.1.8 Additional Member · Coordinator & Skills Development: SCF Trauma Counsellors 19.1.9 Additional Member: BAC representative · Report and communicate on sector related crime issues. 19.1.10 Additional Member: Church’s representative · Report and communicate on sector related crime issues. 19.1.11 Additional Member: Schools representative · Report and communicate on sector related crime issues. 19.1.12 Sector Chairmen · Report on sector related crime issues. 19.1.13 SAPS (Station Commissioner and Sector Commanders) · Reporting and communicate on precinct crime related issues. 19.1.14 Metro Police · Reporting and communicate on precinct crime related issues. 19.1.15 Ward Committee members on Safety and Security · Reporting and communicate on precinct crime related issues. 19.1.16 Ward Counsellors · Reporting and communicate on precinct crime related issues. 19.1.17 Department of Justice representative · Liaison with NP CPF regarding prosecution matters 19.2 Sector 19.2.1 SCF 19.2.1.1 Chairperson · Chairperson of SCF Meetings · Strategic Management for the sector · Liaison with SAPS Sector Commander · Liaison with NP CPF EXCO · Liaison with neighbouring SCF’s 19.2.1.2 Secretary · Meeting Notices, Agendas and Minutes. 19.2.1.3 Administrator · Record keeping of sector information 19.2.1.4 Community Liaison · Liaison with sector community through media and by means of leaflets, etc. 19.2.1.5 SMT representative (s) · Liaise with the SCF on school crime related matters. 19.2.1.6 Business Against Crime Sector Forum Representative · Report on sector related crime issues. 19.2.1.7 SAPS Sector Commanders · Report and communicate on sector crime related issues. 19.2.1.8 Metro Police · Report and communicate on sector crime related issues. 19.2.2 Other support members 19.2.2.1 Block Representative o To act as communication channel between block community and the SCF assisted by the street leaders and block watches. 19.2.2.2 Street Representative § To act as communication channel between street community and the block leader. 19.2.2.3 Block Watch § To serve as the eyes and ears of the community regarding potential crime issues by patrolling the streets of the block area. 19.2.2.4 Trauma Counselling § To assist community members in the sector after being exposed to a crime incident (Defusing and debriefing). 19.2.2.5 Safe Houses § To serve as a temporary place of safety for school children exposed to a potential crime situation. 19.2.2.6 Emergency Care Team § To act as a first line of medical assistance after an incident of crime (until paramedics and ambulance arrive).
20. GOOD ORDER AND DISPUTE RESOLUTION
20.1 Order and discipline shall be maintained at all meetings and due respect shown to all at all times. 20.2 Meetings shall take place in a language in which all present shall be comfortable with not excluding the right of members to express themselves in a language of their choice provided that translations can take place. 20.3 If a conflict should arise on an issue that could cause disfunction of the NP CPF, the NP CPF EXCO may refer the issue to a sub-committee that will focus on the issue and the handling, and the resolution of any conflict that might arise therefrom. 20.4 External role players or consultants who have the required skills may be involved in any dispute resolution by the NP CPF EXCO or any sub- committee formed in this regard. 20.5 Disputes affecting the NP CPF and or subforums shall be settled at the lowest point of origin as possible. 20.6 Disputes not resolved at the point of origin shall be referred to the next higher level. 20.7 Disputes shall be settled by promoting the principle of good relations between the community, SAPS Norkem Park, members of the NP CPF EXCO, and SCF’s.
21. AMENDMENTS TO THE NP CPF CONSTITUTION 21.1 The constitution can only be amended at an AGM. 21.2 Proper and detailed notice of amendments shall be given to the secretary of NP CPF at least three calendar months prior to the AGM. 21.3 The constitution may be amended by a two-third majority support of members at the AGM. 21.4 Any amendment to the constitution will take effect immediately unless the contrary is decided at the AGM where such amendments have been accepted.
22. DISSOLUTION OF THE NP CPF
22.1 The NP CPF may apply to the Area Community Policing Board for termination of the NP CPF’s operations if a resolution by a two-third majority support of members at the AGM to this effect have been taken at an AGM or special general meeting convened for such purpose. 22.2 On the recommendation of the Area Community Policing Board, and only after consultation with all interested parties, the MEC for Safety and Security for the Gauteng Province may dissolve the forum.
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