police - Amazon S3

1 police Department: police REPUBLIC OF SOUTH AFRICA civilian secretariat FOR police Private Bag X922, PRETORIA, 0001 Van Erkom Building, Van Erkom Arcade, 7th Floor, 217 Pretorius Street PRETORIA; Tel: (012) 393 2500/2/3, Fax (012) 393 2536/8, WEB: Meeting no 1/2012 MINUTES HEADS OF secretariat MEETING DATE 24 February 2012 TIME 10:00 - 15:00 VENUE civilian secretariat of police , secretariat Boardroom, 217 Pretorius Street, 7th Floor Van Erkom Arcade, PRETORIA 1. OPENING AND WELCOME The chairperson welcomed all present and thanked all the members who attended the meeting. She further introduced the Head of Policy & Research, Ms Bilkis Omar, who took over the position of Adv Ontong. Ms Bilkis have experience, having worked on policies, doing research and published articles and everybody introduced themselves respectively.

2 2. ATTENDANCE/ APOLOGIES ATTENDANCE OF HOD's / REPRESENTATIVES Ms J Irish-Qhobosheane(Secretary) civilian secretariat for police (Chairperson) Mr B Mahlakoleng (Act. HOD) NW Mr K. Malatji (representative) KZN (HOD) NC Ms NRMosehana (HOD) EC Ms NN Tsebe (Act.)

3 HOD) Limpopo Adv. GIF Ontong (representative) FS Mr N Ngele (representative) EC Mr G. Vuma (representative) Mpumalanga Ms D Mistry (representative) Gauteng ATTENDANCE OF DEPARTMENTAL OFFICIALS Ms M Kewuti Mr W Basson Ms B Omar Mr A Soman Ms NM Xuba Mr D Zimu civilian secretariat for police civilian secretariat for police civilian secretariat for police civilian secretariat for police civilian secretariat for police civilian secretariat for police APOLOGIES Adv.

4 M Tshongweni (HOD) Ms S Mazibuko (HOD) Dr G Lawrence (HOD) Mr ST Sibuyi (HOD) Gauteng FS Western Cape Mpumalanga 3. ADOPTION OF AGENDA The following items were added on the agenda and subsequently adopted. Anti- police killings: EC Integrated research projects. 4. ADOPTION AND SIGNING 3F MINUTES OF PREVIOUS V1 EETING Minutes adopted with the following amendments: Limpopo is planning to have one Imbizo instead of Izimbizo. No. Bullet point 2. There is a workshop at Presidency which involves a number of people in the Ministry. The Secretary raised two issues of concern: 4 The civilian secretariat for police Bill It was enacted on the 1st December 2011 with the exception of the designated clause. 4 The draft White paper The Minister circulated the draft to MECs and HODs also received a copy of the rough draft.

5 It was made clear that, this draft is for internal purposes and hasn't been opened up for public consultation processes, but for MECs and HODs to make inputs at an early stage of the process. It was extremely disturbing when the Mayor of Cape Town commented on it publicly and landed up in the newspapers. The Secretary emphasised that, officially, there is no white paper on the table and the draft that was circulated to both MECs and HODs was meant to get inputs. She further expressed her concerns that the incident referred to above breaks down relations of trust and going to affect the ability to engage openly to the public. RESOLUTIONS TORs should be developed for HODs forum with regard to amongst others: 4 Operations of the HOD's Forum; 4- Handling and distribution of internal draft discussion papers /documents; -4 Code of ethics for members of the Forum from a province and applicable penalties where a member violates the code of ethics; 4 Each HOD must sign off the final TORs document for implementation.

6 4 The TORs will also apply to those attending on behalf of the HODs, and the HODs will be responsible for that person. Office of the Secretary should prepare a draft TORs and circulate for comments and will be adopted in the next meeting. 5. MATTERS ARISING FROM THE MINUTES {ACTION ITEMS) Public Participation 4 There are difficulties to finalise the dates with the Minister's office. 4 The draft programme hopefully will be finalised by the end of next week, 02 March 2012 and will be submitted to the Office of the Secretary by Friday, 09 March 2012. 4 The final programme should be circulated to provinces by Monday, 12 March 2012, and it is important that provinces have advance notice with regard to planning for Izimbizo. 4 There is a need to have a document that should look at the different roles and responsibilities with regard to Izimbizo.}

7 This document should identify what is expected from provinces and national and also relates into the finalization of the programme, because if the programme is finalised, then provinces will have an idea on what they can accommodate and what SAPS role will be. 4 In instances where Izimbizo are to be put jointly, provincially, or with Ministers events, the document mentioned above should cover all three but in different ways. Minutes: Heads of Secretariats Meeting 1/2012 24 February 2012 Page 3 RESOLUTIONS 4 Provinces should submit dates on which they plan to have Izimbizo. 4 Mr Zimu should consolidate the dates and give to the Minister to decide which ones he can attend, if there are additional dates , then will relook into the ones that are currently planned for in the different provinces and change them around.

8 4 An annual proper planning is needed. 4 Partnership unit should come up with an approach in cases whereby, if there is a planned Izimbizo and the Minister cancel at the last minute because he has to attend an urgent meeting. Draft MOU /Regulations 4 On the MOU, Mr Soman indicated that what was done was the extra collation of the implication of the civilian secretariat Act for the provinces. 4 Mpumalanga needed a clarity in Section 16 of the Act whereby it says ,"MECs should constitute provincial secretariat ", as to what is it that the MECs should do, whether there is a particular process that needs to be followed or something that needs to be written and presented. MOU 4 Mr Soman should circulate the MOU to provinces for their comments and also circulate the finalised MOU for approval in the next meeting.

9 REGULATIONS 4 In the next week to ten days, each province should nominate a person, it could be two persons, legal and operational person, to serve in a task team that will look at the content details of the MOU and the issues that provinces want to be included in the regulations. After the meeting, the clarity on what needs to be included can be drafted and circulated to HODs for comments and a video conferencing call should be done other than calling another HODs meeting. 4 Mr Soman and Mr Basson will be responsible for the coordination of the meeting and that should be done after getting the nominated people. 4 Provinces should forward names by Monday, 27 February to Ms Xuba. 4 Mr Soman should liaise with the nominated people within the next ten days and final document should be circulated to people and teleconferencing should be done by end of March.

10 4 It was suggested that the nominated team should also look in the Section 16 of the Act and get clarity as this needs to be spelt RESOLUTIONS: out in the regulations. 24 February 2012 Page 4 Presentation on secretariat Organisational Structure/Provincial secretariat and funding Provincial structure: Mr Robertson gave the website to provinces, Free State and KZN couldn't access the website. It was agreed that during break Mr Pretorius should access the Gauteng website to download the structure and will be circulated in this meeting. secretariat structure: It has been signed off by our Minister and the Minister of Finance. DPSA came back with one issue around it and that issue has been resolved and the structure is getting signed off today, 24 February 2012.