MINUTES HEADS OF SECRETARIAT MEETING

Transcription

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) /2/3, Fax (012) /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, 7 th 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. ATTENDANCE/ APOLOGIES ATTENDANCE OF HOD's / REPRESENTATIVES Ms J Irish-Qhobosheane(Secretary) Mr B Mahlakoleng (Act. HOD) Mr K. Malatji (representative) MrS.Jonkers(HOD) Ms NRMosehana (HOD) (Chairperson) NW KZN NC EC

2 Ms NN Tsebe (Act. HOD) Adv. GIF Ontong (representative) Mr N Ngele (representative) Mr G. Vuma (representative) Ms D Mistry (representative) ATTENDANCE OF DEPARTMENTAL OFFICIALS Limpopo FS EC Mpumalanga Gauteng Ms M Kewuti Mr W Basson Ms B Omar Mr A Soman Ms NM Xuba Mr D Zimu APOLOGIES Adv. 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. 4. ADOPTION AND SIGNING 3F MINUTES OF PREVIOUS V1EETING Anti-police killings: EC Integrated research projects. Minutes adopted with the following amendments: No.5 Limpopo is planning to have one Imbizo instead of Izimbizo. No. 6.1 Bullet point 2. There is a workshop at Presidency which involves a number of people in the Ministry.

3 The Secretary raised two issues of concern: 4 The Bill It was enacted on the 1 s t 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. 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. 5. MATTERS ARISING FROM THE MINUTES {ACTION ITEMS) 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. 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. 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 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. 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/ February 2012 Page 3

4 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. 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. RESOLUTIONS: 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. 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. 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 out in the regulations. 24 February 2012 Page 4

5 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 Limpopo have indicated that there will be conducting a workshop on the new Act of the Secretariat on the 13 March 2012, thereafter they will align the structure to the new mandate. An invitation letter has been written to the National Secretariat and interested colleagues are invited to join the workshop for sharing of information. RESOLUTIONS Ms Xuba should diarize the 13 March 2012 for the Secretary of Police, Mr Basson and somebody from HRM to attend. ICD DVA functions A presentation was done by Ms Kewuti, Chief Director: Monitoring and Evaluation. The following issues were highlighted: 4 During the M&E Forum, members indicated their state of readiness in terms of implementing the DVA. Nationally, the capacity of two staff members allocated to monitor the DVA. 4 Provincially, the sense is that Provinces are not ready in terms of the implementation of the DVA, challenges are that the structures implemented are not uniformed and no capacity in terms of HR, funds and there's a need for thorough training to be done and no systems and tools in place to carry on with this function. Limpopo and Mpumalanga are the only provinces that have started with the implementation of the DVA, but indicated that there are challenges in terms of capacity and funding. 4 A task team has been set-up comprising of the ICD, Provincial Secretariat and SAPS to ensure that the transition is as simpler as possible. 4 The areas were identified on what the challenges the ICD is facing, what capacity is required, what tools and how is this going to be communicated since it is no longer ICD responsibility but the Civilian Secretariat's responsibility and also legislation that need to be considered. 4 ICD mentioned that they are facing challenges in terms of poor response with SAPS that their recommendations are never implemented. 4 Working group was established between Civilian Secretariat, SAPS and ICD to ensure that compliance in terms of the DVA is achieved and was signed off by the Acting National Commissioner. Minutes: Heads of Secretariats Meeting 1/ February 2012 Page 5

6 RESOLUTIONS 4 ICD had 12 audits. Each province should prepare one DVA audit per quarter and National should prepare four DVA audit per year, st Community outreach programmes should be slaughtered in into the normal Izimbizo programmes and also include the CPFs. Minmec meetings <4 HODs can attend with MECs as observers, however the Minister could raise and formalise this with the MECs in the next meeting. 4 The issue of quarterly meetings, the Minister wants to discuss with the MECs in the next meeting. 4 The Secretary attended a meeting with SALGA, whereby SALGA indicated that in terms of the instruction from the Presidency they are supposed to attend the Minmec meetings in the different clusters and also asked for representation in the Minmec. The Secretary indicated that will discuss this with the Minister in the next Minmec meeting. 4 SALGA also indicated that they want to attend the HODs forum, it was suggested that they should be invited on the issues pertaining to them and given a slot in each meeting where the discussion on CSFs and other local government issues will be held. 4- CSFs should always be a standing item in the agenda. -4 The next Minmec has been postponed but the next one is being planned and the Chief of Staff now is responsible for the Minmec minutes. -4 Each province must give a report on that province on Minmec. The was tasked to come up with the format on how they should report. It was suggested that the M&E unit should look at the draft and provinces should send input to Ms Kewuti for Ms Kewuti to develop the framework and forward it to the Secretary and this draft should be presented in the next Minmec meeting. 24 February 2012 Page 6

7 M&E Tool Presentation was done by Chief Director: M&E, on the M&E key findings and trends starting to emerge from the station visits and this only based on the station visits done by the National team. The data has been captured and the analysis was done on that. Reports were received from Limpopo (third quarter), Mpumalanga (third quarter) and the North West (2 nd &3 rd quarter) and the rest haven't submitted the reports including the data in terms of the monitoring tool. 33 visits were conducted by the National team in the past financial year. Reports were supposed to be received from quarter two, third quarter and onwards. The format was shared in the M&E forum. The provinces that had challenges with the new format send the reports on the old format and should be consolidated for the Minister for the financial year and the challenge is that the reports haven't been received. The following comments and questions were highlighted: 4 Training needs to be conducted on the tool. 4 There is a need to look at the skills and expertise of the people employed in the police stations. 4 There is a need to have general observations whether the management has relevant skills or competency on particular stations so that decisions should be taken whether special projects can be undertaken. 4 The M&E forum should circulate the minutes of the forum, so that the HODs should be familiar with the discussions that has taken place. 4- The crux of the reports from the stations must be on the key trends and findings. 4r What are the recommendations in order to move forward? The M&E Forum must think further than only identifying the problems. 4 Scheduling of visits, if National is going to stations should inform the provinces. 4 Training will take place on the tool and will be linked up with the DVA to train all members responsible for the stations. CSFs 4 Implementation guidelines were drafted and circulated last year. Final report is still expected from the joint task team. 4 A meeting was held with SALGA and the Secretary of Police and SALGA have couple of issues around the policy. The agreement was to phase in instead of piloting and some of the issues around the policy should be addressed in the implementation plan, when phase one is finalised then the policy can be changed slightly. 4 SALGA would like to sign the MOU around the implementation of CSFs. Mr Zimu should circulate the implementation plan. 4 SALGA would like to have a workshop with the executive and branches in each province. 4 There is a need to have a workshop with SALGA, Civilian Secretariat and provinces should be part of the workshop to tie down what came out of the meeting with the Secretary. 4 There is a need to setup an implementation working committee with provinces, some people from DEVCOM and SALGA. 4 A meeting should be held with the delegates from the provinces, Partnership, SALGA and people from DEVCOM to finalise the implementation plan and the rollout. Mr Zimu should organise this meeting within the next two weeks. Minutes: Heads of Secretariats Meeting 1/ February 2012 Page 7

8 CPFs Mr Zimu reported on the following that: 4 Two workshops were held last year with the provinces to outline the types of problems encountered by provinces. 4 A document was sent beginning of the month around the establishment and around the resources, no inputs were received from provinces on that draft documents. 4 Around the issue of resources, there is an argument that SAPS should provide resources to CPFs, in principle that is not correct. The logistical support that has been provided for in regulations is sufficient. 4 A different funding model should be considered. COMMENTS: North West highlighted that, in the last meeting it was proposed that a forum should be established to work towards a document and what is presented is almost the same as presented in the last meeting. Provinces also highlighted that they never received any document from Partnership unit. EC emphasized that maybe we should adopt the same principle done with the M&E to say, for the technical forums, when documents are circulated to the members of the forums should also be copied to HODs so that they can be able to follow-up on issues. RESOLUTION 4 A draft guideline document will be circulated by the end of next week, 02 March 2012 to provinces without the inputs from provinces. 4 Mr Zimu should organise an urgent meeting next week to ten days, provinces that can manage to come should come to make recommendations on issues that may be of challenge with regard to policy. 4 Mr Zimu should forward the review document after this meeting to Ms Xuba for circulation to the provinces. If members want to make comments on the review document are welcomed to do so and the comments will be considered. 4 By Monday, the week after, 05 March 2012, a consolidated document will be circulated to provinces to look at. Training workshop with Wits The Secretary reported that there are still issues around the course content of the training with Wits. The final draft of what the course content should look like will be sent to provinces. The project can't go ahead until it is clear with the course content and the process will be delayed until the course content is available. The oversight course content is in the process of being finalised by M&E. White paper \ The document was circulated to provinces. The MECs were given until the 30 January 2012 to respond and few provinces commented on it. Ms Omar is busy finalizing the comments; a rough draft has been done and will be submitted to the Minister. Provinces should inform Ms Xuba if they commented and the provinces which did not send their comments should forward them for Ms Omar to work on. There will be workshops organized with provinces, NGOs, and intergovernmental workshops. The target is to look at tabling to Cabinet by April. utes: Heads of Secretariats Meeting 1/ February 2012 Page 8

9 Building of police stations The draft directives were circulated to provinces. HODs must confirm with Ms Xuba who must get the and forward the addresses to avoid sending documents to the wrong person. Correspondence from HODs with regard to the White Paper should be forwarded to the Secretary's irishqhobosheane(5)saps.rov.za and use Ms Xuba's for confirmation of meetings or whatpvpr and the Wretary will forward tn M<; Xuba when it needs action. 6. NEW MATTERS 6.1 Oversight visit key trends and findings 6.2 DVA Function 6.3 Revised NMET and reporting 6.4 Training: Dealt with on the action item. Dealt with on the action item. Dealt with on the action item NMET Dealt with on the action item Wits programme Dealt with on the action item 6.5 Feedback around the establishment of Provincial Secretariat 6.6 Reporting at Minmec Dealt with on the action item 7. ADDITIONAL MATTERS The meeting around the MOU and regulations with Mr Soman and the task team from each province will address the forum's concerns and the task team should present a document in the next meeting. 7.V-AJW- Police killings The Summit was initially scheduled for the 07 February and later rescheduled for the 10 February and some members received the cancellation Very late and had already travelled to EC. Eastern Cape humble apologise for the inconvenience as the Provincial Commissioner that day was invited to the Portfolio Committee and the Summit could not go on without her. 7.2 IntegraiedTl^arch projects \ /f ) GENERAL \ Deferred to the next meeting. Mmutes: Heads of Secretariats Meeting 1/ February 2012 Page 9

10 8.1 Budget A meeting was held with the National Treasury and all the provincial treasuries. A presentation was done to Treasury and made aware that this is a legislative mandate. Treasury did mention that some provinces will require resources but with other provinces they are not convinced. It was suggested that this issue should be on the Minmec agenda for the next meeting. 9. DATE AND LOCATION OF THE MEETING The next meeting will be on the 15 June 2012 and the following item should be included in the agenda as a standing item: CPFs 10. CLOSURE The meeting adjourned at 14:00. Name Signature Date Minutes moved by: APPROVAL OF MINUTES Seconded: Chairperson: 1inut.es: Heads of Secretariats Meeting 1/ February 2012 Page 10