Remain Functional - Gauteng Provincial Community Police Board

⚠ Governance Hard-Guards — Constitutional Breach Risk: The requirements on this page are not best-practice guidelines — they are constitutional obligations. Failing to meet them creates a Constitutional Breach, which exposes the committee to dissolution or placement under administration by the Higher Structure (District Board or Provincial Board). Structures that fail to maintain a quorum or cease to hold regular meetings may be placed under administration by the Provincial Commissioner in consultation with the MEC. If non-compliance is not remedied within 90 days, the structure may be dissolved and a Special AGM convened to elect a new executive.

1. Meetings

Regular, documented meetings are the cornerstone of a functional CPF structure.

Executive Committee

Must meet at least once per month. A year planner must be issued and an integrated strategic plan tabled annually.

Monthly

Board Meetings

Must meet at least quarterly. Minutes must be distributed within 21 working days of each meeting.

Quarterly

Notice Periods

7 days — Executive meetings (per year planner)
21 days — General & Special General meetings
14 days — Special meetings called by MEC or Provincial Commissioner

Notice Required

Special Meetings

May be convened on request of at least 50% of members. Agenda and purpose must be circulated with the notice.

50% Request

SAPS Presence — Mandatory

A meeting is only constitutionally valid if the relevant SAPS member — the Station Commander or a designated Sector Commander — is present to represent the state partnership. A meeting held without SAPS present is unconstitutional regardless of community attendance or quorum.

Constitutional Requirement

Three-Strike Rule — Committee Collapse

If the executive committee fails to meet monthly, or fails to achieve quorum for three consecutive months, the entire committee is deemed non-functional and the Higher Structure must formally intervene.

3 Consecutive Months

2. Quorum

A meeting without quorum cannot conduct valid business.

Quorum Requirement

A quorum is 50% of members plus one (50% + 1). This must be confirmed at the opening of every meeting.

50% + 1

Failed Quorum

If quorum is not reached, the meeting must reconvene within 7 days. At the reconvened meeting, those present constitute a quorum — provided all members were duly notified of both meetings.

Reconvene in 7 Days

Repeated Quorum Failure

A structure that consistently fails to maintain quorum may be placed under administration by the Provincial Commissioner. Non-remedy within 90 days results in dissolution.

Dissolution Risk

3. Records & Minutes

Attendance Registers

A signed attendance register must be kept for every meeting. This serves as prima facie evidence of who was present and entitled to vote.

Every Meeting

Minutes Distribution

Adopted minutes must be circulated to all members within 21 working days of the meeting. Late or missing minutes are a governance failure.

21 Working Days

Retention Period

All minutes, attendance records, financial records and supporting documents must be retained for a minimum of five years.

5 Years Minimum

Written Resolutions

Executive resolutions passed in writing (outside meetings) must be inserted in the minute book and are valid from the date signed by the required majority.

Minute Book

The Upward Flow — Minute Chain

Minutes must flow up the governance hierarchy: Station Secretary → Sub-District Secretary → District Secretary → Provincial Secretary. This chain is what keeps the Provincial Board informed and the station structure auditable. Failure to submit upward is a compliance failure.

Upward Reporting

Formal SAPS Communication

All communication between SAPS and the CPF must be formally documented in writing. This includes receiving notices from SAPS and sending formal meeting invitations and agenda notices to the Station Commander. A paper trail of the partnership is a constitutional requirement — not a courtesy.

Written Record Required

4. Financial Controls

Dual-Control Banking

All financial transactions require two authorised signatories. No single office bearer may authorise or release funds unilaterally.

Two Signatories

Annual Budget

A budget must be tabled and approved at the Annual General Meeting each year. The Treasurer tables this with the annual report.

AGM Approval

Financial Records

All financial records — including single-transaction records — must be retained for a minimum of five years.

5 Years Minimum

Annual Report

The Deputy Chairperson, with the Treasurer, must prepare and circulate an annual report including audited finances.

Audited Annually

5. Vetting & Eligibility

LCRC Security Clearance

All Board members must undergo LCRC security clearance. An office bearer who cannot be vetted or who fails vetting must vacate their position.

Mandatory

Disqualified Persons

The following may not hold elected positions: serving SAPS/Metro Police staff, Secretariat staff, IPID staff, reservists, private security owners/employees, non-citizens without PR, under-18s, and persons with non-expunged criminal records.

Immediate Vacation

Office Bearer Ceases

An Executive member automatically ceases to hold office if they: resign in writing, are convicted of a criminal offence while in office, or miss three consecutive Executive meetings without just cause.

3 Consecutive Absences

6. Elections & Terms of Office

5-Year Election Cycle

Elections must be held at the Elective AGM after the completion of each 5-year term. The current cycle runs 2022–2027.

Every 5 Years

Sub-District Elections First

Sub-District Board elections must be concluded before the Provincial Elective AGM, ensuring all 22 seat representatives participate in electing the Top 6.

Sequential Order

Vacancies & Co-option

Vacancies may be filled by co-option for up to 90 days pending a special election. The sub-district executive must nominate an acting representative in writing.

90-Day Maximum

Succession Planning

The Constitution encourages succession planning to avoid more than two consecutive terms in the same position, unless capacity constraints justify otherwise.

Best Practice

7. Sub-Forums & Committees

CPF Must Chair All Sub-Forums

Only CPFs may chair or co-chair community sub-forums (e.g. security, business, sector). Any sub-forum not chaired or co-chaired by the CPF — with SAPS where applicable — is considered illegitimate.

CPF Must Chair

Illegitimate Sub-Forums

Decisions from sub-forums not properly constituted under CPF leadership are invalid. Issues must be escalated to higher CPF structures for resolution.

Decisions Invalid

8. Dissolution — Warning Signs

Important: The Provincial Commissioner, in consultation with the MEC, may dissolve any non-functional structure and install an interim statutory structure. A Special AGM must then be convened within 90 days to elect a new executive.

Repeated Quorum Failure

Failing to reach quorum at multiple consecutive meetings without remedy.

High Risk

No Regular Meetings

Executive not meeting monthly or Board not meeting quarterly as required.

High Risk

Financial Irregularities

Failure to maintain dual-control banking or produce annual audited finances.

High Risk

Unvetted Office Bearers

Members serving without LCRC security clearance or disqualified persons in office.

High Risk

No Elections After 5 Years

Executive continuing beyond the 5-year mandate without holding an Elective AGM.

High Risk

Missing Records

No attendance registers, missing minutes, or financial records not retained for 5 years.

High Risk

✅ Station Chair Compliance Checklist

A quick-reference summary of every hard-guard requirement, its frequency, and the consequence of failure.

Requirement	Frequency	Consequence of Failure
Executive Meetings	Monthly	Dissolution after 3 missed months
Quorum (50% + 1)	Every Meeting	All decisions are null and void
SAPS Presence	Every Meeting	Meeting is unconstitutional
Minute Submission (Upward)	Within 21 Days	Audit failure / Non-compliance finding
Attendance (75% threshold)	Ongoing	Written warning; 3 consecutive absences = automatic vacancy
LCRC Vetting	On Election	Immediate disqualification from office
SGM / Re-election	Within 90 days of vacancy/collapse	Higher Structure assumes administration

Need Support to Remain Functional?

Contact the Provincial Board Secretary for guidance, templates or to escalate a compliance concern.

secretary@gpcpb.org.za