KOSE-KOSE INVESTMENTS LTD Manual Prepared in accordance with section 51 of the Promotion of Access to Information Act, No. 2 of 2000 Kose-Kose Investments Limited 217 Pretorius Street 516 Van Erkom Building Pretoria 0001 This manual has been prepared in compliance with the Promotion of Access to Information Act, No. 2 of 2002 (the Act ) to assist potential requestors in requesting information and/or documentation from Kose-Kose Investments Limited. 1
Promotion of Access to Information Act, Act 2 of 2000 (The Act ) Section 51 Manual of Kose-Kose Investments Ltd (Registration number: 2008/003552/06) 1. Contact Particulars Head of business: MM Tshishonga Information officer: TG Ratau Postal address: PO Box 57191 Physical address: 217 Pretorius Street Arcadia 516 Van Erkom Building Pretoria Pretoria 0007 0001 Telephone number: 012 323 6529 Fax number: 086 596 7348 E-mail address: kosekose@telkomsa.net Website: www.kosekose.co.za 2. Introduction Kose-Kose Investments Limited is an investment and management company and operates principally in South Africa. 3. Guide in terms of section 10 of The Act A Guide has been compiled in terms of section 10 of the Act by the Human Rights Commission. It contains information required by a person wishing to exercise any right, contemplated by the Act. It is available in all of the official languages. The Guide is available for inspection, inter alia, at the offices of the Human Rights Commission at 29 Princess of Wales Terrace, cnr York and St. Andrews Street, Parktown and on its website at www.sahrc.org.za. 4. The latest notice in terms of section 52(2) (if any) At this stage no notice(s) has/have been published on the categories of records that are automatically available without a person having to request access in terms of the Act. 5. Information available in terms of other legislation: Section 51(1)(d) Records available in terms of other legislation are as follows: 5.1 Basic Conditions of Employment Act 75 of 1997; 5.2 Electronic Communications and Transactions Act 25 of 2002; 5.3 Companies Act 61 of 1973; 5.4 Employment Equity Act 55 of 1998; 5.5 Income Tax Act 66 of 1995; 5.6 Labour Relations Act 66 of 1995; 5.7 Occupational Health and Safety Act 85 of 1993; 5.8 Skills Development Act 97 of 1998; 5.9 Unemployment Insurance Act 63 of 2001; 5.10 Value Added Tax Act 89 of 1991; 5.11 Promotion of Access to Information Act 2 of 2000; 5.12 Uncertificated Securities Tax Act 31 of 1998; and 5.13 Companies Act 71 of 2008. 2
6. Subjects and categories of records held by Kose-Kose Investments Limited: Section 51(1)(e) The subjects on which the business holds records and the categories on each subject are as listed below. Please note that a requestor is not automatically allowed access to these records and that access to them may or must be refused in accordance with section 62 to 69 of the Act. 6.1. Companies Act records 6.1.1. Documents of incorporation; 6.1.2. Memorandum and Articles of Association and/or Memorandum of Incorporation; 6.1.3. Minutes of Board meetings; 6.1.4. Records relating to the appointment of directors/auditors/secretary/public officer and other officers; and 6.1.5. Share register and other statutory registers. 6.2. Financial records 6.2.1. Annual financial statements; 6.2.2. Tax Returns; 6.2.3. Accounting records; 6.2.4. Banking records; 6.2.5. Bank statements; 6.2.6. Paid cheques; 6.2.7. Electronic banking records; 6.2.8. Asset register; 6.2.9. Customer and supplier statements and invoices; 6.2.10. Lease or instalment sale agreements; 6.2.11. Auditor s reports; and 6.2.12. Credit agreements. 6.3. Income tax records 6.3.1. PAYE records; 6.3.2. Documents issued to employees for income tax purposes; 6.3.3. Records of payments made to SARS on behalf of employees; 6.3.4. All other statutory compliances: 6.3.4.1. VAT; 6.3.4.2. Regional Services Levies; 6.3.4.3. Skills Development Levies; 6.3.4.4. UIF; and 6.3.4.5. Workmen s Compensation. 6.4. Personnel documents and records 6.4.1. Disciplinary records; 6.4.2. Employee information records; 6.4.3. Employment applications; 6.4.4. Employment contracts; 6.4.5. Employment Equity plan; 6.4.6. IRP5 and IT 3 certificates; 3
6.4.7. Letters of appointment; 6.4.8. Leave applications; 6.4.9. Maternity leave policy; 6.4.10. Medical aid records; 6.4.11. Organisational design; 6.4.12. Payroll; 6.4.13. Personnel file; 6.4.14. Policies and procedures; 6.4.15. Recruitment and appointments; 6.4.16. Salary slips and wage records; and 6.4.17. Training and development. 7. Details on how to make a request for access Section 51(e) 7.1. The Requester must complete Form C and submit this form together with a request fee to the head of the private body. 7.2. The form must be submitted to the head of the private body at his/her address, fax number or electronic mail address. 7.3. The form must: 7.3.1. Provide sufficient particulars to enable the head of the private body to identify the record/s requested and to identify the requester; 7.3.2. Indicate which form of access is required; 7.3.3. Specify a postal address or fax number of the requester in the Republic; 7.3.4. Identify the right that the requester is seeking to exercise or protect and provide an explanation of why the requested record is required for the exercise or protection of that right; 7.3.5. If in addition to a written reply, the requester wishes to be informed of the decision on the request in any other manner, to state that manner and the necessary particulars to be informed in the other manner; and 7.3.6. If the request is made on behalf of another person, to submit proof of the capacity in which the requester is making the request to the reasonable satisfaction of the head of the private body. 8. Availability of the Manual Copies of this manual are available for inspection, free of charge, at the offices of Kose-Kose Investments Limited, from the South African Human Rights Commission and on www.kosekose.co.za 4
Form C REQUEST FOR ACCESS TO RECORDS OF PRIVATE BODY (Section 53(1) of the Promotion of Access to Information Act, No 2 of 2000) (Regulation 10) A. Particulars of private body The Head: B. Particulars of Person requesting access to the record (a) (b) (c) The particulars of the person who requests access to the records must be recorded below. Furnish an address and/or fax number in the Republic to which information must be sent. Proof of the capacity in which the request is made, if applicable, must be attached. Full Name and Surname: Identity Number: Postal Address: Telephone Number: Fax Number: E-mail address: Capacity in which request is made, when made on behalf of another person: C. Particulars of person of whose behalf request is made: This section must be completed only if a request for information is made on behalf of another person Full names and Surname: 5
Identity Number: D. Particulars of Record: (a) (b) Provide full particulars of the record to which access is requested, including the reference number if that is known to you, to enable the record to be located. If the provided space is inadequate please continue on a separate folio and attach it to this form. The requester must sign all the additional folios 1. Description of the Record or relevant part of the record: 2. Reference number, if available: 3. Any further particulars of the record: E. Fees: (a) (b) (c) (d) A request for access to a record, other than a record containing personal information about yourself, will be processed only after a request fee has been paid. You will be notified of the amount of the request fee. The fee payable for access to a record depends on the form in which the access is required and the reasonable time required to search for and prepare a record. If you qualify for exemption of the payment of any fee, please state the reason therefore. Reason for exemption of payment of the fee: 6
F. Form of Access to the Record: If you are prevented by a disability to read, view or listen to the record in the form of access provided for in 1 to 4 hereunder, state your disability and indicate in which form the record is required. Disability: Form in which record is required: Mark the appropriate box with an X NOTES: (a) Your indication as to the required form of access depends on the form in which the record is available. (b) Access in the form requested may be refused in certain circumstances. In such a case you will be informed if access will be granted in another form. (c) The fee payable for access to the record, if any, will be determined partly by the form in which access is requested. 1. If the record is in written or printed form: Copy of record * Inspection of record 2. If the record consists of visual images: (This includes photographs, slides, video recordings, computer-generated images, sketches, etc.) View the images Copy of the images * Transcription of the images* 3. If the record consists of recorded words or information which can be reproduced in sound: Listen to the soundtrack (audio cassette) Transcription of soundtrack * (written or printed document) 4. If the record is held on computer or in an electronic or machine-readable form: Printed copy of record Printed copy of information derived from the record * Copy in computer readable form * (stiffy or compact disc) If you requested a copy or transcription of a record (above), do you wish the copy or transcription to be posted to you? A postal fee is payable. YES NO G. Particulars of right to be exercised or protected: If the provided space is inadequate, please continue of a separate folio and attach it to this form The requester must sign all the additional folios 7
1. Indicate which right is to be exercised or protected: 2. Explain why the requested record is required for the exercising or protection of the aforementioned right: H. Notice of decision regarding request for access: You will be notified in writing whether your request has been approved/denied. If you wish to be informed thereof in another manner, please specify the manner and provide the necessary particulars to enable compliance with your request. How would you prefer to be informed of the decision regarding your request for access to the record? Signed at this day of 20 SIGNATURE OF REQUESTER/PERSON ON WHOSE BEHALF REQUEST IS MADE 8