Published:  2015-03-17 Views:  1871
Author:  Fanie
Published in:  CrimeStop!



Draft Document Version 1.1: 2007/02/09








Community policing is a philosophy, or an approach, which recognizes the interdependence and sharing of responsibility of all members of the SA Police Service and the community in ensuring a safe and secure environment for all the people. The principle of community policing is enshrined in the Constitution of South Africa (Act 108 of 1996) and the SAPS Act (Act 68 of 1995). It is therefore incumbent upon us to make sure the concept is alive and working.






  1. The name of the structure shall be Hartbeespoortdam Community Police Forum. Herein referred to as the Forum.
  2. The Forum is a legal structure without profit aim which, not withstanding any change of its members or management, will exist as a voluntary organisation, thus a legal entity which independently of its members, owns assets, incurs losses and liabilities and institutes legal proceedings.
  3. The Forum is the advisory body to the Station Commissioner pertaining to Community Policing matters.
  4. Immovable property or registerable rights in immovable property obtained by the Forum are registered in the name of the Forum, and all legal acts performed by the Forum are by its organs, officials and / or representatives.
  5. Members have as such no claim to any property or coincidental profit of the Forum.
  6. Individual members are indemnified against legal action arising out of Forum activity.
  7. The area of jurisdiction of the Forum will be that of the Hartbeespoortdam Police station.




The Forum shall:


  1. Promote, in a non-party-political way, co-operation between the SA Police Service and local community in general;
  2. Establish and maintain a partnership between the police and the community i.r.o Crime Prevention;
  3. Jointly with SA Police Service identify, prioritize and solve problems related to crime, disorder, fears and poor police / community relations and service delivery;
  4. Promote police / community relations by addressing factors both in the community and SA Police Service that are causing dysfunctional perceptions and attitudes;
  5. Promote communication between the police and the local community;
  6. Develop in conjunction with SAPS ways and means to promote police transparency and accountability;
  7. Encourage and promote objective and fair media coverage of policing activities;
  8. Promote respect for human rights within the ranks of the Police Service;
  9. Negotiate and co-operate with any other institution at local level in promoting the interest of the Forum and its members;
  10. Monitor the Police Service, which include:
  1. The procurement, positioning and staffing of police stations;
  2. The receiving and processing of complaints and charges;
  3. The provision of protection service at gatherings;
  4. The patrolling of residential and business areas, and
  5. The prosecution of offenders.
    1. Develop mutual understanding on a cross-cultural level, and
    2. In its dealings with the police act maturely, diplomatically and in a civilized way.





  1. Membership of the Forum shall be open to organizations, individuals and institutions of the community within the geographical serving area of the police station.
  2. Organizations must apply for membership of the Forum.
  3. Organizations which are members of the Forum and which have similar objectives or spheres of activity, may be grouped together in a sub-structure which will nominate a representative and secondi, one of whom shall have a vote at all Forum meetings, including the AGM. (Example of such organizations, youth groups, bodies involved in welfare / social activities etc.)
  4. The grouping together of organizations into substructures shall at all times be the prerogative of the forum executive.
  5. In terms of Section 19 (3) of the Police Service Act, Act 68 of 1995, the Station Commissioner and all members designated (to a maximum of 5 members) by the Station Commissioner shall be a member of the Community Police Forum executive.
  6. The Forum shall as far as practically possible be representative of the precinct. The predominance of one group is to be avoided.
  7. No membership fees shall be payable, however voluntary donations may be made to the forum.
  8. An organization whose application for membership of the Forum has been approved in writing, shall be eligible to vote at Forum / Sub-Structure meetings only after being a member for at least six (6) months during which time the representative of that organization has attended at least two (2) general meetings of the Forum.
  9. Political parties may not form part of the Forum or any substructure of the Forum. The Forum and it’s substructures may not allow any party politics to be practiced within the Forum or it’s meetings. The Hartbeespoort CPF and substructures must remain totally a-political to party politics. Elected office bearers such as Ward councilors and other representatives will attend the Forum meetings in their respective official capacities and not on a party basis.





  1. Every Policing Sector in the Policing precinct must be represented by a SCF.




Every permanent residence of the Policing precinct shall have the right


  1. to take part in all activities of the Forum,
  2. to elect or be elected to any position in the Forum, (only registered principal organizations can exercise the right to vote, and Registered Principal Organization – the mother body of organizations operating in the area, i.e. unions, sport clubs, ministers fraternal, etc. would be regarded as the mother body. All other affiliated unions will not be allowed to vote, however may partake in the activities of the Forum unless registered with the Forum.) No political party representation or participation is allowed,
  3. to have access to the records, books and minutes of all meetings.
  4. All General meetings are open to the general public.


Note: Voting rights at all Forum meetings, including the AGM, vest only in the designated representative of affiliated organizations / institutions / sub-structures or registered individuals. A permanent resident is defined as a natural person who normally reside, rent or own property, or has a vested organizational or business interest within the geographic limits of the precinct, other than Registered Principal Organizations.




The duties and functions of the Forum and its members shall be:


  1. To perform such actions to realize the aims and objectives referred to in paragraph 3 here above,
  2. To encourage every member of the community and the police to take part in activities of the Forum,
  3. To give input for formulation of policing policies, needs and priorities;
  4. To support the Provincial and National Policing Objectives and Priorities through projects and otherwise;
  5. For the Chairperson or alternate to be allowed by the station Commissioner to sit in on station management meetings and ACCF meetings;
  6. To refrain from promoting secular views on party politics when dealing with safety and security matters;
  7. To behave in a controlled and dignified manner when dealing with members of the Forum and SA Police Service;
  8. To be accountable to their community;
  9. To recognize the rank of SA Police Service members;
  10. To be transparent and accountable when dealing with money;
  11. To be punctual and attend meetings regularly;
  12. To comply with normal meeting procedures, and
  13. To refrain from using abusive language and passing racist or sexist remarks.




  1. The forum is managed by an Executive Committee, which is elected at the Annual General meetings (AGM) for a period of two consecutive AGM’s and comprises of
  1. A chairperson who is a civilian and registered with the Forum (not a permanent member of the SAPS)
  2. A deputy-chairperson or co-chairperson/s and registered with the Forum (not a permanent member of the SAPS)
  3. A secretary, who may be a permanent member of the SA Police Service
  4. A treasurer who is a civilian and registered with the Forum (not a permanent member of the SAPS).
  5. Additional members as decided by the forums at an annual general meeting or on an ad hoc basis.


  1. If an office bearer of the Executive Committee is absent without a valid / written apology from 3 consecutive meetings, the executive may suspend such a member and the vacancy be filled by following the usual election procedure.
  2. The Executive Committee has the right to co-opt persons to:


  1. Serve on a committee for such period as the Committee may determine;
  2. Attend a particular meeting of a committee, or
  3. Take part in the consideration by a committee of a particular matter at a particular meeting of the committee;

NOTE: A person co-opted in terms of this clause shall serve on the committee in question or attend the relevant meeting of the committee, as the case may be, in an advisory capacity, and shall not be entitled to vote at any meeting of that committee.


  1. The Executive Committee shall ensure that proper minutes and records are kept of all meetings.
  2. No office bearer may serve in an acting capacity for more than three consecutive months, unless authorized to do so by means of a resolution adopted during a Special General Meeting.





  1. The Executive Committee may institute a Management Committee responsible for the day-to-day running of the Forum consisting of the Station Commissioner, the chairperson or deputy, the secretary and the treasurer members.
  2. The Management Committee may, at their discretion, co-opt members of the Forum.







  1. An Annual general Meeting, which may be attended by any member of the Forum and other interest groups will be convened annually during February of each year. Written notice of at least twenty-one (21) days is to be given by the secretary.
  2. Annual General Meetings shall
    1. consider and make proposals to the Area Board on aims and objectives of Community Policing Forums;
    2. receive, discuss and adopt the executive committee’s report on the work of the Forum, which will include the chairperson’s report and the financial reports;
    3. discuss and draft resolutions on local matters pertaining to overall policy objectives of community policing, and elect the executive committee as set out in paragraph 7 (a) here above.




  1. The Forum may instruct the secretary to convene a Special General Meeting to discuss and rule on special matters.
  2. The secretary shall on written request from at least ten (10) members of the Forum of which at least 50% have to be non-office bearers, convene a Special general Meeting to discuss and rule on issues stated clearly in writing by the members concerned.
  3. Requests for a Special General Meeting must reach the secretary at least one (1) month prior to the envisaged meeting. The secretary will then in writing notify members of the Forum of such a meeting at least twenty-one (21) days in advance. Notice of such a Special general Meeting will specify the purpose of the proposed matters to be dealt with at the meeting and may include notices for reviewing and revoking any of the resolutions passed at an Annual general Meeting or a Special general meeting. Only matters included on the agenda may be considered.
  4. No previous resolution or ruling mentioned in paragraph 9 b iii can be revoked or amended by such a Special general Meeting unless 2/3 majority is reached.




  1. The Forum general meeting consisting of designated representatives from the local community or organizations shall be held at least twice per quarter to
    1. adopt campaigns and programs for the Forums,
    2. receive and consider reports from the executive committee;
    3. consider and implement directives and feedback from the Area Board;
    4. make submissions and give input to the Area Board, and
    5. receive reports on the state of policing and crime within the area of the Station.





  1. The Executive Committee of the Forum will convene at least once a month, and more often if necessary, to discuss and rule on matters relating to the management of the Forum and to prepare an agemda for the following general meeting.
  2. All resolutions are to be passed by means of a 50% +1 vote.
  3. In the event that the chairperson is absent for whatever reason from an Executive Committee Meeting, the deputy chairperson will chair the meeting.
  4. In the event of an equality of votes, the chairperson shall have a second and decisive vote.





  1. Annual General Meeting and Special Meeting
    1. At least 50% of all registered organizations and members of the Forum will constitute a quorum.
    2. If a quorum is not attained at the convening of a scheduled meeting, the meeting will adjourn for at least fifteen (15) minutes where after at the discretion of the members present, the meeting may continue. However the said AGM may only continue provided a minimum of 33% of registered members are present.



  1. Executive Committee Meetings
    1. At least four (4) members of the Executive Committee, including the secretary and the chairperson or vice – chairperson constitutes a quorum at an Executive Management meeting.
    2. Such meetings are to be held in committee.





  1. Annual General Meetings


  1.      The following procedure shall be adhered to at an Annual General Meeting:


  1. Reading of the notice according to which the meeting was convened.
  2. Reading and validation of the minutes of the previous Annual General meeting and the minutes of the Special General Meeting if any such meetings were called since the convening of the previous Annual general meeting.
  3. The discussion of any issues arising from minutes mentioned in clause 9 f 1 b.
  4. Reading and consideration of the Chairperson’s annual report as well as the financial report.
  5. Election of the Executive Committee of the Forum (every second year)
  6. Discussion and consideration of issues put on the agenda for deliberation of the Annual General Meeting as mentioned in paragraph 9 a ii.




  1. Meetings shall be conducted in terms of generally accepted procedures and practices relating to meetings in general.
  2. Silence shall be kept during meetings and members may not leave their seats without the permission of the chairperson.
  3. Members should obtain permission from the chairperson to speak, by putting up their hand.
  4. Members should, at all times when they have the floor, address the chairperson. Irrelevant matters should be avoided, only the subject under consideration being spoken to.
  5. When the meeting or the people in the meeting are addressed, the formal form of address may be used, e.g. Mr, Mrs. etc.
  6. When a member becomes guilty of poor conduct, the chairperson may excuse the guilty person from the meeting.
  7. No unnecessary disturbances will be tolerated but representatives may interrupt a speaker only on a point of order.
  8. With regard to a point of order, the chairperson will make the final decision.
  9. The chairperson may with the permission of the meeting amend the agenda of the meeting. Additions / omissions may be made at the commencement of the meeting.
  10. The general rules of debate must be adhered to as far as possible. A discussion point may be raised and an opportunity for questions and rebuttal given.
  11. All motions must be tabled in writing, addressed to the secretary, 14 days before the commencement of the meeting in question.
  12. Any motion tabled during a meeting will stand over for debate until the next meeting.





  1. The Forum shall open an account at a registered financial institution in which all funds received by the Forum will be deposited.
  2. An acceptable set of financial books shall be maintained by the designated person and shall be available to any member on request.
  3. A financial report shall be tabled at each meeting of the Forum.
  4. An annual report and audited financial statements will be tabled at every Annual general Meeting.
  5. Members of the executive may lodge expense claims to the Forum for reimbursement of approved expenditure. In all cases such claims must conform to the treasury instructions prevailing. (Approved prior and minute by the Executive committee).




  1. The executive Committee of the forum shall in executing its managerial functions have the following powers and duties:


  1. To appoint at it’s own discretion, sub-committees, direct issues and allocate tasks to these committees and co-opt members from the Forum to serve on these bodies.
  2. To maintain and supervise efficient control over members and the Administration of the Forum.
  3. To accept, investigate, consider and rule on grievances received regarding the activities of the Forum.
  4. All the actions by the Executive Committee or any of its members in the bona fide performance of their duties shall be regarded as if performed by the entire Forum.
  5. The committee shall serve a period of two years as a term of office.





  1. The Management Committee shall on a day-to-day basis be empowered to make necessary urgent rulings, provided that no resolutions on policy matters may be adopted by the Management Committee, as such resolutions may only be adopted by the Executive Committee and ratified at a subsequent monthly meeting or AGM.




  1. Shall preside over meetings of the Forum.
  2. Shall be an ex-officio member of the Area Board, except in the event of the area being operated by a system of sub-areas / sectors. In this case, such sub-areas / sectors will elect a representative/s to the Area Board.
  3. Shall present reports on the state of Forum to the general meetings.
  4. Shall supervise all work of the Forum in conformity with the constitution and rules of procedures agreed upon by the Forum.
  5. Shall report regularly to the Area Board and in exceptional circumstances to the Provincial Board.
  6. May approach the SAPS or government institutions at any level, for intervention, assistance or advice, if in the general interest of the community and need not follow any hierarchy protocol in the event.
  7. Must report gross negligence or dereliction of duty on the part of SAPS to the Station Commissioner, the Independent Complaints directorate, the Area Board, alternatively the Provincial Board and Provincial Commissioner.
  8. May attend any gathering of the SAPS or Government, so invited to.
  9. Must act in an ambassadorial manner at all times.
  10. May freely interact and liaise with any institution or organization, except political parties and criminal elements.
  11. Must officially visit the Station and cause an OB entry to that effect being made, on a regular basis. The Station Commissioner must instruct SAPS members accordingly.
  12. May request to verify the condition of prisoners, accused and suspects held in custody, including verbally communicating with such individuals in as far as their human rights are concerned, and to verify the condition of holding facilities, subject to the availability od SAPS personnel. The Station Commissioner must instruct SAPS members accordingly.
  13. May intercede if human rights violations are obvious, by contacting any of the duty officers or taking such steps as to ensure that the violation is corrected and the violating parties are charged.





  1. To take minutes in accordance with the provisions of this constitution. Minutes must be circulated to the executive within 14 days from the date of the meeting concerned.
  2. Draft agendas.
  3. Draft such correspondence or reports as instructed to by the Executive or chairperson.
  4. To receive and dispatch correspondence to and from the Forum.
  5. To arrange all meetings, including the venue, providing copies of minutes and agendas for the meeting.
  6. To safe keep all official documents of the Forum other than financial records.
  7. To further the interest of the Forum as instructed by the Executive Committee.
  8. To perform all duties as usually associated with the office of the secretary.
  9. The secretary is by virtue of his / her office, amember of all committees and sub-committees of the Forum, whether such a committee is temporary or permanent, elected or nominated.
  10. The office of the Station Commissioner is responsible for all typing of documents that was drafted in freehand, as well as photocopying, distribution of notices, including mailing, stationary and transport.




  1. Shall be responsible for the finances of the Forum, and shall, together with two appointed members of the Forum, operate a banking account on behalf of the Forum.
  2. Shall keep books of accounts and other records necessary to clearly reflect on the financial position of the forum in compliance with the National Treasury Instructions and acceptable accounting practices.
  3. Shall ensure that the books are available and updated for a monthly inspection by the station Commissioner.
  4. Shall head the Financial and Project Committee, which shall inter alia be responsible for:


  1. working out and executing plans for fund raising within the terms of the law,
  2. initiating, planning and co-ordination of all projects of the Forum,
  3. and preparing annual and other budgets.




  1. General elections must be held every 24 months
  2. General Elections will normally take place during the AGM, however a Special General Meeting may be be convened for the purpose, should the need arise.
  3. In the event that any member of the executive resigns or otherwise forfeits the portfolio, a Special general meeting must be called to elect a replacement.
  4. Nominations for the Executive must be called for at least 60 days in advance.
  5. Having comolpeted their two year term of office, theincumbent members may be nominated again without prejudice.
  6. Nominations close 15 days before the election.
  7. A nominated candidate must submit a C and a written undertaking to serve on the Forum’s executive if elected. Proof of good standing may be requested by the executive and may include a clearance certificate from CRC. In any event the executive reserves the right to interview all nominees and to conduct such background check it deems necessary.
  8. The Station Commissioner will conduct the election process, in which case the outgoing chairperson and executive will vacate their seats.
  9. Nominations and credentials will be read at the commencement of the elections.
  10. Ballot papers must be circulated to register and affiliated member of the forum, as the case may be.
  11. Voting will be conducted by means of secret ballots.
  12. The Station Commissioner will announce the outcome of the election.
  13. In the event of equality of votes, a second ballot must be held.
  14. If a tie still exists, the Station Commissioner has the final and decisive vote.
  15. Every register or affiliated members has one vote that may be exercised by means of a written proxy.


  1. The management committee of SCF’s will consist as a minimum of: A SCF chairperson, vice chairperson and secretary as well as an additional member. The Sector Manager (SAPS) will automatically form part of the SCF management committee. The management committee may co-opt members as required. The SCF will be elected by the community of the particular sector. The Management Committee should reside in the relevant sector elected to. Establishment elections of Sector Crime Forums must be preceded by a public participation process and at least two information meetings must be held 14 days apart, by the Sector Manager (SAPS). Notice of the establishment meeting must be advertised in the local press. The SCF so established must apply in writing to the Forum within 15 days of establishment, for recognition and and affiliation. A list of names, addresses and contact details for the SCF management committee must also be submitted to the CPF executive.
  2. SCF elections and term of office. Management committee members will serve a term of office no more than 24 months, after which they may be re-elected. Notice of elections must be given by means of a newspaper advertisement as well as other printed or electronic media, asking for nominations. Notice must be served at least 60 days before the election. Nominations will close 15 days prior to the prior to the election. Ither than establishing elections, re-elections must coincide with that of the Forum. The SCF must establish and maintain a database with relation to its registered members. Other than at the establishing election, only registered or affiliated members may vote. Any natural or legal person residing in the sector may be eligible to register and will hold one vote that may be ceded by means of a proxy.
  3. Meetings. SCF must meet at least once per month in an SCF meeting, that may coincide with the main CPF meeting, (where that sector hosts the CPF meeting), but never conflict with the CPF meeting. The SCF management committee must also meet at least once per month independently of the CPF. The SCF management committee elect, form part of the CPF executive committee and must attend the monthly executive and general meetings. Copies of all approved mintes must be forwarded to the Forum executive within 14 days of the meeting. SCF must take place at a time and date convenient to the community of that sector, but should not conflict with the Forum meeting.
  4. (b) in the document) Functions of the SCF. The SCF must involve the entire community in the sector and representation must be as broad as possible in order to ensure greater community participation. The SCF functions will include:


  1. Promote co-operation between the SA Police Service and the sector in general;
  2. Establish and maintain a partnership between the police and the sector community i.r.o. crime prevention.
  3. Jointly with the SA Police Service identify, prioritise and solve problems related to crime, disorder, fears, and poor police / community relations and service delivery in that sector
  4. Promote police / community relations by addressing factors both in the community and SA Police Service that are causing dysfunctional perceptions and attitudes;
  5. Promote communication between the police and the local community;
  6. Develop in conjunction with SAPS ways and means to promote police transparency and accountability;
  7. Encourage and promote objective and fair media coverage of policing activities;
  8. Promote respect for human rights within the ranks of the police service;
  9. Negotiate and co-operate with any other institution at local level in promoting the interest of the Forum and its members;
  10. Monitor the police service which include
    1. the receiving and processing of complaints and charges;
    2. the provision of protection services at gatherings;
    3. the patrolling of residential and business areas, and
    4. the prosecution of offenders.
  11. Develop mutial understanding on a cross-cultural level, and
  12. In its dealings with the police act maturely, diplomatically and in a civilized way.
  13. The SCF will have no accounting for financial capacity or responsibility. All funds will be administrated by the Forum in the prescribed manner.
  14. All projects embarked on by the SCF must be approved and managed by the Forum.





  1. Introduction


  1. The Community Police Forum is an organization of the community in partnership with the Police, which members voluntarily join and accept its common goal.


  1. Fundamental Principles


  1. The objects of disciplinary proceedings are to
    1. address instances of unacceptable conduct by members of the Forum.
    2. Effectively manage conflict in the Forum.
    3. Ensure that before disciplinary steps are taken
    4. A member has a reasonable opportunity to state his or her case, and
    5. All relevant circumstances are fully and objectively considered before a decision is taken.


  1. Classification of Offences


  1. Grave Offences
  1. Any offence aimed at damaging the integrity of the Forum and / or destroying its property, shall be considered as grave offences.
  2. An offence shall be committed by a person who inter alia:
    1. intentionally destroys the integrity of the Forum, its personnel, or property by doing the following:
      1. Sabotages the activities of the Forum.
      2. Creates division within its ranks.
      3. Impedes its proper functioning.
      4. Commits any other act calculated to undermine its effectiveness as a Forum.
      5. Acts for other organizations or groups hostile to the Forum policy and principles.
      6. Acts for any group or person who wishes to destroy the forum or prevent it from fulfilling its set aims and objectives.
  1. Serious Offences
  1. Any violation of the principles of the Forum and standards of behavior expected of members, which seriously threatens the safety, property and good name of the organization, or which substantially impedes its effective functioning, or which creates or is calculated demoralization amongst the members, shall be considered a serious offence.
    1. Acting in a way that exposes members to serious physical harm or death
    2. Deliberately destroys the property of the organization or recklessly exposing it to danger
    3. Behaving dishonestly in relation to the property of the organization
    4. Careless passing on information that might be harmful to the working of the CPF.
    5. Abusing office by using one’s position to obtain material or other undue advantages from members or others.
    6. Fighting or behaving in a grossly disorderly and unruly manner.
    7. Committing serious crimes defined by the Criminal Justice in South Africa.


  1. Schedule of Penalties


  1. Reprimand
  2. Suspension
  3. Expulsion


  1. Disciplinary Procedures


  1. Adjudicating Bodies
    1. Two executive members of the Area Board, two representatives from the Area / Provincial Commissioner’s Office plus the Department of Community Safety shall be the adjudicating body in any disciplinary inquiry.
    2. Issues arising in a Community Police Forum that can not be resolved at that level, must be referred to the Area Community Police Board or to the Provincial Commissioner.
    3. The Directorate Civilian Oversight of the department of Community Safety will be the last resort to handle all issues, after all avenues have been explored and / or exhausted.
    4. All procedures and findings are subject to appeal.





  1. This Constitution can only be amended by
  2. a 70% majority vote in favor and subject to the approval of:
    1. The Provincial Commissioner, after consultation with the Provincial Board.




  1. On the recommendation of the Area Board, and after thorough consultation with all interested parties, the Minister may dissolve a CPF.






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