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SURREY ESTATE NEIGHBOURHOOD PATROL CONSTITUTION

SENP

                                                                                             NPC 2016/095715/08
 
 

CONSTITUTION OF: SURREY ESTATE NEIGHBOURHOOD PATROL

 
1.         Name
 
1.1       The organisation hereby constituted will be called SURREY ESTATE NEIGHBOURHOOD PATROL
 
1.2       Its shortened name will be SENP (hereinafter referred to as the organisation)
 
 
2.       Body corporate

 

The Organisation Shall:
 
§  Be registered as a Non Profit Company in terms of section 14 of the Companies Act, 2008.
 
§  Exist in its own right, separately from its members.
 
§  Continue to exist even when its membership changes and there are different office bearers.
 
§  Be able to own property and other possessions.
 
§  Be able to sue and be sued in its own name.
 
3.         Aim
 

            To provide security services to the residence of Surrey Estate, Greenhaven, Portavue Vanguard and Primrose Park.

 
4.         Objectives
 

            The organization will fulfill the aim by:

              

·         Registration to the Private Security Regulatory Authority (PSIRA).
 
·         Alleviating unemployment through employment opportunities.
 
·         Conducting business within the security industry.
 
·         To encourage the community to work in close co-operation with the South African Police Services (SAPS) and other structures such as local
           authorities who are involved in community safety and security.
 
·         To unite a diverse residency in creating a stable and crime free environment.
 
·         Providing security to the residents, businesses, organizations and institutions in Surrey Estate, Greenhaven, Portavue, Vanguard and
           Primrose  Park
 
·         Create a secure and safe environment for residents to enjoy the amenities the area has to offer.
 
·         To raise funds and receive contributions where appropriate to finance its’ operation.
 
·         To publicise and promote a safer community.
 
·         Open bank accounts.
 
·         Make rules and standing orders for categories of members, staff and their rights.
 
·         Take out insurance.
 
·         Organise meetings, training courses and events.
 
·         Work with similar groups and exchange information and advice with them.
 
·         Establish working relations with the South African Police Services and Local Community Policing Forum.
 
·         Take any action that is lawful, which would help it to fulfil its aims.
 
5.         Income and Property
 
5.1       The organisation will keep a record of everything it owns.
 
5.2       The organisation may not give any of its money or property to its members or office bearers. The only time it can do this is when it pays
            for work that a member or office bearer has done for the organisation. The payment must be a reasonable amount for the work that has
            been done.
 
5.3       A member of the organisation can only get money back from the organisation for expenses that she or he has paid for or on behalf of
            the organisation.  Receipts must be produced for this.
 

5.4       Members or office bearers of the organisation do not have rights over things that belong to the organisation.

 
6.        Membership
 
6.1        Membership to SENP shall be open to anyone willing to pay a monthly contribution or clients interested in helping the group to achieve its
             aim and willing to abide by the rules of the group.
 
6.2        Every member shall have one vote at general meetings.
 
6.3        The Management Committee shall have the power to refuse membership to an applicant, where it is considered such membership would
             be detrimental to the aims, purposes or activities of the group.
 
6.4        Registration and termination of membership.
 
            *Any member of the association may resign his/her membership and any representative of a member organisation or section may resign
              such position, by giving to the secretary of the association written notice to that effect.
 
            *The Management Committee may, by resolution passed at a meeting thereof, terminate or suspend the membership of any member, if in
               its opinion his/her conduct is prejudicial to the interests and objects of the association, PROVIDED THAT the individual member or
              representative of the member organisation (as the case may be) shall have the right to be heard by the General Committee before the final
              decision is made.  There shall be a right of appeal to an independent arbitrator appointed by mutual agreement.
 
7.         Management
 
7.1        SENP shall be administered by a Management Committee of not less than three (3) people and not more than ten (10) members elected at
             the group’s Annual General Meeting.  Committee Members must be at least 18 years old.
 
7.2        The officers of the Management Committee shall be:
 
            The Chairperson
            The Vice-Chairperson

            The Treasurer

            The Secretary
 
            and such other officers the group shall deem necessary at the meeting.
 

7.3       At least 3 officers to be registered with the Private Security Regulatory Authority (PSIRA).

 
7.4       At least five (5) Management Committee members must be present for the Management Committee meeting to take place.
 
7.5       Voting at Management Committee meetings shall be by show of hands on a majority basis.  If there is a tied vote then the chairperson shall            l have a second vote.
 

7.6      Power to set up sub-groups and working parties as deemed necessary who shall be accountable to the committee.

 
7.7      Office bearers will serve for 3 years, but they can stand for re-election for another term in office after that. Depending on what kind of services
           they give to the organisation, they can stand for re-election into office again and again. This is as long as their services are needed and they
           are ready to give their services.
 
7.8      The Annual General Meeting, if it sees fit, may elect a President. A President of the SENP need not be a member of the SENP. A President may 
           attend general meetings of the SENP but shall not be entitled to vote. Any person proposed as President must be informed of the proposal in
           writing not less than fourteen days before any Annual General Meeting and must agree to accept such proposal.
 
8.         Powers of the Organisation
 
8.1       The Management Committee may take on the power and authority that it believes it needs to be able to achieve the objectives that are
            stated in clause 2 of this constitution. Its activities must abide by the law. 
 

8.2       The Management Committee has the power and authority to raise funds or to invite and receive contributions.

 
8.3       The Management Committee has the power to buy, hire or exchange for any property that it needs to achieve its objectives. 
 
8.4       The Management Committee has the right to make by-laws for proper management, including procedure for application, approval and 
            termination of membership.
 
8.5       Members or office bearers do not become liable for any of the obligations and liabilities of the organisation solely by virtue of their status as
            members or office bearers of the organisation.
 
8.6       Office bearers are not personally liable for any loss suffered by any person as a result of an act or omission which occurs in good faith while
            the office bearer is performing functions for or on behalf of the organisation.
 
8.7      The function of the organisation is to fulfill the objectives set out in clause 2.
 
9.         Finance
 

9.1        Any money obtained by the organization shall be used only for the group.

 
9.2        Any bank accounts opened for the group shall be in the name of the group.
 
9.3        Any cheque issued shall be signed by at least two of any three nominated signatures.
 
9.4        The Management Committee will ensure that the group stays within the budget.
 
9.5      An accounting officer shall be appointed at the annual general meeting. His or her duty is to audit and check on the finances of the
            organisation.
 
9.6      The treasurer’s job is to control the day to day finances of the organisation. The treasurer shall arrange for all funds to be put into a bank
            account in the name of the organisation. The treasurer must also keep proper records of all the finances.
 
 
9.7      Whenever funds are taken out of the bank account, the chairperson and at least two other members of the organisation must sign the
            withdrawal or cheque.
 

9.8       The financial year of the organisation ends on 28 February.

 
9.9      The organisation’s accounting records and reports must be ready and handed to the Director of Non-profit Companies within six months
            after the financial year end.
 
9.10       If the organisation has funds that can be invested, the funds may only be invested with registered financial institutions. These institutions
            are listed in Section 1 of the Financial Institutions (Investment of Funds) Act, 1984. Or the organisation can get securities that are listed on
            a licensed stock exchange as set out in the Stock Exchange Control Act, 1985. The organisation can go to different banks to seek advice on
            the best way to look after its funds.
 
9.11     Funds may be used for operational cost including materials, equipment, furniture, hire of materials, salaries for work done, sponsorship,
            books, food, accommodation, travelling expenses and security measures.
 
10.         Committee Meetings
 
10.1      The committee shall meet at least four (4) times each year.
 
10.2      The quorum for a meeting shall be five (5).
 
10.3      The committee shall be accountable to the members at all times.
 
10.4      All meetings must be minuted and be available to any interested party.
 
10.5      All committee members shall be given at least seven (7) days’ notice of a meeting unless it is deemed an emergency meeting.
 
11.         General Public Meetings
 
11.1       The committee shall call at least one (1) general public meeting each year. The purpose of this meetings is for the group to account for its
              actions and consider the regeneration and development of strategies to further its aims and objectives.                  
 
11.2       The Chairperson of the organization shall normally chair these meetings.
 
11.3        At least fourteen (14) days’ notice of such a meeting must be given and advertised in at least five (5) public places.
 
11.4        All meetings, including AGMs, must be minuted and available to any interested party.
 
11.5        The quorum for a General Meeting is ten (10).
12.       Annual General Meeting
 

12.1       The SENP shall hold an Annual General Meeting (AGM) at no more than 11 month intervals. (Financial year ends)

 
12.2      Where possible members shall be notified personally, otherwise notice will be deemed served by advertising the meetings in at least one 
             public place giving at least 14 days’ notice of the AGM.
 
12.3      The business of the AGM shall include:
 

         *   Receiving a report from the Chairperson of the organizations activities over the year.

         *  Receiving a report and presentation of the last financial year’s accounts from the Treasurer on the finances of the group.

         *  Electing a new Management Committee and considering any other matter as may be appropriate at such a meeting.

 
12.4        The quorum for Annual General Meeting shall be at least twenty (20) persons of which no more than four (4) shall be committee members.
 
13.       Amendments and Alteration of the Constitution
 
13.1      Proposals for amendments to this constitution or dissolution (see Clause 12) must be delivered to the secretary in writing.  The secretary in
             conjunction with all other officers shall then decide on the date of a forum meeting to discuss such proposals, giving at least four weeks
            (28 days) clear notice.
 

13.2      Any changes to this constitution must be agreed by at least two thirds of those members present and voting at any general meeting.

           

13.3      A written notice must go out not less than fourteen (14) days before the meeting at which the changes to the constitution are going to
               be proposed. The notice must indicate the proposed changes to the constitution that will be discussed at the meeting.
 
13.4      Two thirds of the members shall be present at a meeting (“the quorum”) before a decision to change the constitution is taken. Any
             annual general meeting may vote upon such a motion, if the details of the changes are set out in the notice referred to in (c)
 
14.       Dissolution
 
            The group may be wound up at any time if agreed by two thirds of those members present and voting at any general meeting.  Any assets
            shall be returned to their providers, if they require it, or shall be passed to another group with similar aims.     
            When the organisation closes down it has to pay off all its debts. After doing this, if there is property or money left over it should not be paid
            or given to members of the organisation. It should be given in some way to another non-profit organisation that has similar objectives. The
            organisation's general meeting can decide what organisation this should be.
 
15.     Correspondence
 
          The address of the organization will be 51 Pluto Road Surrey Estate Athlone 7764
 
 

SIGNED BY THE FOLLOWING

Name

Surname

Signature































Signed at ……………………………….….. on the …………………………………. 2016