~ 1 ~ CONSTITUTION OF THE DULLSTROOM CRIME PREVENTION GROUP
~ 2 ~ 1. THE GROUP The name of the group will be Dullstroom Crime Prevention. It was established to incorporate residents who do not have two-way radios or any other means of fast communication, with the purpose to report crime and get help in case of an emergency. The group was not established with the purpose to replace any existing organisation, CPF or neighbourhood watch but rather for the purpose of cooperation and effective communication between the several crime fighting groups. 2. AREA OF THE GROUP The group will serve the greater Dullstroom area in Mpumalanga. 3. COMPOSITION OF THE GROUP The group will exist out of Moderators Residents Emergency personnel Patrollers 4. OBJECTIVES The objectives of the group will be: 4.1. 4.2. 4.3. 4.4. 4.5. 4.6. 4.7. 4.8. 4.9. To make available communication channels through which residents can play a meaningful role in the prevention of crime. Public awareness with regard to security, crime prevention and the protection of the community and their property; To support the local CPF s, security companies and the South African Police Service in any way possible as far as crime prevention is concerned. To report any crime and/or crime related information to the relevant organisations and the members of the local South African Police Service. To establish and maintain a good partnership between members of the group, security companies and the South African Police Service. To establish effective communication and liaison between the South African Police Service and the group, by means of the structures of the group as well as by means of other existing structures of the South African Police Service and the CPF. To support and develop visual community policing; To promote joint problem solving and problem identification between the group, the South African Police Service, CPF s and any other existing organisations in Dullstroom. To Consult with and advise the South African Police service or delegates with regards to all matters pertaining to community policing.
~ 3 ~ 5. MEMBERSHIP 5.1. 5.2. 5.3. 5.4. 5.5. 5.6. 5.7. 5.8. Membership is voluntary and no membership fee will be required. Membership of the group is based on the principle of non-racism, non-sexist and nonsectarian and is democratic, subject to the criteria of the group as set out. Members of the community over the age of 18 years who live in the Dullstroom area or do business on a permanent basis, can join. Members of surrounding areas may join for the sake of communication and coordination and efforts to combat crime. Members of these areas understand that the members of the group will not be able to respond to their area in case of emergency. Members of the community signing in to the channel will at first be untrusted users until a form with the person s details is filled in and sent to the moderators of the channel. After receiving the application/registration form, he/she will be approved as a trusted user. It is thus understood that the term member means a person who is registered as a trusted user on the channel. Members who sign in on the channel and remain untrusted users for an extended period of time, without sending in the registration form will be removed/blocked when remaining inactive and/or after a period of three (3) weeks. In order to ensure the safety of all members and to prevent information being used for criminal activities, member s ID numbers will be verified and may be checked by an authorised SAPS member. Should it be found that a member had a serious criminal charge against him/her during the past ten (10) years, that member will be removed from the channel. 6. MEMBER INFORMATION 6.1. Member s information will never be shared with any third party. All possible care will be taken to keep a member s information safe. Members are protected by the Protection of Personal Information Act. Only limited information about members will be provided to moderators for the purpose of any action that might need to be taken during an emergency. 6.2. The owner of the group will keep register of all members on the group and will update the information of new members as and when needed. 6.3. Members understand and accept that the owner of the channel and moderators will have the right to check a person s ID number should it be found necessary, in order to establish if a person might have a criminal record, a pending court case or being sought by the South African Police Service. Additionally fingerprints may be required when deemed necessary. This is to ensure the safety and security of all members as well as to ensure that information given on the channel is not misused by anybody for personal or criminal activities. 7. DUTIES, OBLIGATIONS AND FUNCTIONS OF MEMBERS The duties, obligations and functions of the members will be: -
~ 4 ~ 7.1. To perform the correct actions at all times in order to realise the objectives and mission of the group. 7.2. To inspire and encourage members of the community, the South African Police Service and all emergency services to take part in the activities of the group. 7.3. All members will act with restraint and respect in their dealings and relations with the members of the group, members of the community and the South African Police Service. 7.4. No swearing, racist or sexist remarks, will be tolerated. 7.5. Members shall under no circumstances make use of the channel in order to proclaim any political or religious views. 7.6. Should a member be found guilty of breaking the rules of this group, or found guilty of a criminal offence, that member will immediately be blocked on all channels used by the group. 7.7. When a lookout is given for a suspect, or a suspect or stolen vehicle, it is only expected that members should look around in their own immediate area and report anything suspicious to the moderators. It is not expected of persons without the necessary training to react otherwise. 7.8. A special channel may be established for the residents who are willing to patrol their areas. Only qualified/trained members will be allowed on this channel. 7.9. Members of this group may not endanger the lives of any of the other members of this group or members of the community. 8. DUTIES, OBLIGATIONS AND FUNCTIONS OF OWNER AND MODERATORS 8.1. The owner of the group will have the authority to appoint any member as moderator after consulting the member and moderators; 8.2. In case of misconduct by a moderator the owner will have the right to suspend or terminate his/her service, after due investigation and consultation with said moderator and the other moderators. 8.3. Only permanent residents of the area as mentioned in Paragraph 2 may be appointed as moderator. 8.4. Moderators will have the following duties, obligations and functions: 8.4.1. 8.4.2. 8.4.3. 8.4.4. 8.4.5. 8.4.6. To monitor, manage and control all communication of the members on the channels. To act upon any call for help during an emergency by contacting and sending out emergency services, security companies or the South African Police Service. To pass any resolution or make any decision that may be necessary or expedient, in order to achieve the objectives of the group, provided that it is not inconsistent with this Constitution. To terminate the membership of a member after proper investigation and consultation with such a member. Reasons for the termination must be given to the member; To take control of and manage the separate channel for patrollers. To keep a log book and record any emergency handled by the moderator.
~ 5 ~ 8.5. A Moderator shall cease to hold office as such if he or she - 8.5.1. resigns his or her office by notice in writing to the owner of the channel; 8.5.2. - is or becomes of unsound mind; 8.5.3. - surrenders his or her estate as insolvent or his or her estate is sequestrated; 8.5.4. - is convicted of an offence, which involves dishonesty; 8.5.5. - is or becomes disqualified from being appointed or acting as a director of a company or as member of a close corporation; 8.5.6. - being absent from three consecutive meetings of the Moderators without apology prior to the meeting, or without good reason; 8.5.7. - when he/she ceases to be a member of the group. 8.5.8. -when he/she moves out of the area as specified in paragraph 2 9. LOGOS AND LETTERHEADS 9.1. 9.2. 9.3. 9.4. Dullstroom Crime Prevention may design and use its own logo, and a letterhead complementing its stated aims and objectives. Such a design shall not be found to be offensive, insulting, demeaning or annoying to the public. No member of the group or community may use the name and/or logo of the group on any printing, letterheads, vehicle magnets or reflective jackets without the permission of the owner and moderators. Only the approved design and materials as prescribed by the owner of the channel and moderators jointly may be used. Patrollers will only be authorised to use vehicle magnets and branded reflective jackets after signing the Code of Conduct. 10. MEETINGS 10.1. General 10.1.1. A general meeting shall be held from time to time when it is deemed necessary. 10.1.2. Notice of a general meeting must be given at least fourteen (14) days in advance by whatever means of communication available, stating the venue date and time of such a General Meeting as well as specifying for what purpose the meeting is called. 10.1.3. All members are entitled to attend a General meeting. 10.1.4. All members shall be entitled to vote at a General meeting and each such member shall have one vote.
~ 6 ~ 10.1.5. The Chairperson shall only have a deliberative vote. 10.1.6. Voting shall, at the discretion of the Chairperson of the meeting, be by way of a show of hands or by way of a secret ballot. Not less than ten members present at a general meeting may demand a secret ballot. Should any such secret ballot be demanded it should be taken in such a manner as the Chairman of the meeting may direct. A declaration by the Chairman of the meeting of the result of a show of hands or a ballot, as the case may be, shall be conclusive. 10.1.7. A quorum of at least 52% of all trusted members is required for voting. 10.1.8. Voting by proxy will not be permitted. 10.2. Moderators Meetings 10.2.1. The Moderators will meet from time to time, as required. Notice of a meeting must be given at least three days prior to the date of the meeting unless all Moderators agree to accept shorter notice. 10.2.2. A quorum for voting at a meeting of the Moderators shall be a majority of the Moderators. 10.2.3. Any decision by the Moderators shall be by majority vote by show of hands or by way of a secret ballot of the members present at the meeting. 10.2.4. Each person entitled to be present and to vote shall have one vote. 10.2.5. A resolution made by Moderators by means of electronic media such as whatsapp or email, shall be as valid and effective as if passed at a meeting of the Moderators. Any such resolution shall be deemed (unless the contrary appears from the resolution) to have been passed on the date it was approved by the last Moderator entitled to approve it. 11. PATROL AND REACTION GROUP 11.1. A separate Zello channel will be established for the Dullstroom Crime Prevention patrollers and members who are trained or have the necessary experience to react in a case of an emergency. 11.2. Only members with the necessary training and/or previous experience will be allowed to join the patrollers group 11.3. Training will be provided to all new patrol members as well as experienced patrol members who desire it. Training will consist of one or more sessions of theory involving information about the applicable laws and handling of suspects and a crime scene, as well as going on patrol at least three times under the supervision of an experienced patroller. 11.4. A Code of Conduct will be signed by all patrol members before he/she will be allowed to take part in patrols. 12. INDEMNIFICATION AND LIABILITY
~ 7 ~ 12.1. Dullstroom Crime Prevention is not a legal person and shall function within the guidelines as provided and set out in the Provincial Constitution and Code of conduct for the group. 12.2. Not the members nor the owner and moderators of Dullstroom Crime Prevention willl be held responsible for any loss, damage or injury or consequential losses suffered by or because of a member of the group while he/she is involved in the activities of the group. In case of gross negligence and the willful acts of a member, that member will be held personally responsible for his/her actions. 12.3. Members of Moot Beveiliging indemnify the owner, moderators and all members of the group of any responsibility if damage occurs due to the actions of a third party while he/she is engaged in any activities of the group. 12.4. The owner and moderators of Dullstroom Crime Prevention take no responsibility for any member's personal safety. Moderators and members are volunteers from the community and are not the police or a security company. Each member is first responsible to take all precautions to ensure their own safety. 13. AMMENDMENTS 13.1. The Constitution of DCP, or any part thereof, shall not be rescinded, added to or amended, save by a resolution adopted by a majority of at least 52% of the members of the group. Voting can take place at a Special General Meeting, by means of email or via the website of Dullstroom Crime Prevention. 13.2. Notice of the intended rescission, addition or amendment to the Constitution, if required to be dealt with at a special General Meeting of the group, shall be given in writing, at least ten (10) days prior to the date of the special General Meeting. 14. DISSOLUTION Should the owner and moderators not be able to continue with the Dullstroom Crime Prevention group for whatever reason, opportunity to take over ownership of the channel by any moderator or other member should be allowed before deciding to dissolve the group. Should no other moderator or member be interested or able to take ownership of the channel the Dullstroom Crime Prevention group may be dissolved by a resolution passed at a special Moderators Meeting, called for that purpose, provided that such resolution is passed by a majority of the moderators present. Notice of at least two weeks of such a resolution will be communicated to all members by whatever means available. Duly signed and accepted by the authorised moderator. At.. on the.. day of. 20... who certifies that the above Constitution has been adopted by a majority vote of all registered members. AUTHORISED REPRESENTATIVE WITNESS 1 WITNESS 2