Executive Structure
Chairperson - Jacky Matsebetlela
Deputy Chair - Melissa van der Heever
General Secretary - Sandile Mshengu
Deputy Secretary - Vacant
Treasure - General - Patric Linch
Community Liaison Officer/Spokes Person - David Kotsedi
PROVISIONAL ARRANGEMENT IN RESPECT OF EXTENSION “O”’
INTERIM COMMITTEE
1. The Role of the Executive
1.1. The Executive shall comprise of the following designations:-
1.1.1. Chairperson;
1.1.2. Deputy Chairperson;
1.1.3. Secretary;
1.1.4. Deputy Secretary; and
1.1.5. Treasurer.
1.2. The Executive shall jointly ensure that meetings are called within reasonable notice and communicated effectively;
1.3. Each member of the Executive shall attend no less than 90% of the monthly meetings (no less than 3 out of 4).
Failure to attend any meeting will be excusable upon prior notification of and the reason for absence, provided that ‘the
3 out of 4’ principle shall apply in all circumstances;
1.4. It shall constitute a misconduct for any member of the Executive to fail to attend 2 (two) consecutive Committee meetings.
This provision shall apply equally on holders of any portfolio;
1.5. The Executive shall nominate amongst its members a person from time to time to serve as a chairperson of each meeting;
1.6. Each member of the Executive is expected to diligently dedicate themselves, participate in decision-making processes of the
Executive;
1.7. The Executive shall at all times investigate the problems facing or which may in future face Ext “O”, and community
concerns, and device a feasible manner of dealing with the problems, or addressing the concerns;
1.8. The Executive shall ensure that frequent reports are given to the general meeting, and that progress is made thereon;
1.9. Once the Executive takes a decision on any aspect, such a decision shall be binding on each and every member of the
Executive, and no member of the Executive shall be at liberty to publicly criticize the decision.
2. Committee of Extension ”O”
2.1. The Committee shall comprise of:-
2.1.1. The Executive;
2.1.2. The List of such portfolios as contained the annexure “A” hereto;
2.2. Members of the Committee shall execute their duties diligently and timeously as delegated to them from time to time by the Committee and/or the Executive; 2.3. Members of the Committee shall work with each other to ensure that service delivery is at no stage comprised by failure to
attend meetings or attend to a task delegated to a member. In this instance, it is binding on each Committee member to co-
operate with each other.
3. Portfolios
3.1. From time to time, the Executive may (where necessary, in consultation with any level of government, and/or Greater Cosmo
Committee, and/or any other extension in Cosmo City) formulate any portfolio;
3.2. Currently and for the duration of the term of this Committee, there shall be such portfolios as set out in the annexure “A”
attached hereto;
3.3. At its discretion, the Committee of Extension “O” shall have the powers to delegate one or more person to each portfolio, or
one person to more than one portfolio;
3.4. Such a portfolio shall have such powers as may be determined by the Committee of Extension “O”;
3.5. Save to state that at all times, each portfolio-holder/s shall be obliged to work diligently to execute the mandate given to
his/her portfolio;
3.6. Save further that each portfolio-holder/s shall endeavour to avert favouritism in whatsoever manner (whether or not involving
monetary or other form of benefit), short-sightedness, greed, personal aggrandisement and/or enrichment in all they do. This
provision shall at all times govern interaction of any person who acts on behalf of Extension “O” committee or in furtherance
of its interests.
4. Executive, Committee and General Meetings General meetings
4.1. For the time being, general meetings shall be held on the last Sunday of the month, unless that Sunday falls on a public
holiday, or a long weekend. In the latter case, the general meeting shall be held on a Sunday prior to the last Sunday of the
month;
4.2. The date of the next meeting shall be announced at the end of each meeting. At the discretion of the Committee, further
steps may be undertaken to market attendance of a general meeting at an ad hoc basis;
4.3. At any General, Committee, or Executive meeting, the Secretary shall record minutes and ensure that same are circulated
to the Committee members, and where possible to the members of the public attending a General meeting. Subsequent
shall be filed in a file to be known as minutes file.
Executive and Committee 4.4. For the time being, Executive meetings shall be attended by all the members of the Committee, and Committee meetings by
the Executive;
4.5. These meetings shall be held on a bi-weekly basis, provided that during the weekend on which a General meeting will be
held, the members Committee must in preparation for the General meeting meet on a day to be decided upon by the
Committee. Detail of the preparatory meeting shall be conveyed to all the members of the Committee by the Secretary;
4.6. Decisions at the General, Executive and Committee meetings shall be taken on a majority basis, provided that in the event of
a deadlock, the Chairperson shall have a casting vote. This vote shall not apply during general meetings.
5. Quorum
5.1. At all times, a meeting shall not proceed unless a quorum has been reached;
5.2. For a general meeting, there must be a minimum of 20 adult residents (who are not members of the Committee and/or
Executive) as well as at least any 2 (two) members of the Executive. Where quorum is not met the number of the people at
the meeting shall be entitled to hold a meeting, provided that
a) the total number of those in attendance of the meeting shall not be less than 15 adults, excluding Committee/or Executive
members;
b) the decisions taken at such meetings shall not be binding unless they have been ratified by a properly constituted meeting.
5.3. Quorum for the Committee shall be 6 (six), two of whom shall be members of the Executive. Where there is no quorum but
provided that there has been no less than 4 (four) members of the Committee in attendance, the meeting shall proceed as
scheduled provided that it shall be obligatory to ratify the decision/s taken at such a meeting at the next properly constituted
meeting.
6. General
6.1. At any time, the executive may summon an extraordinary/special meeting by conveying a notice (either or, or both,
telephonically and/or by email) to all the members of the Committee.
6.2. Any meeting shall be held for a period not exceeding 2 (two) hours. The chairperson of the meeting shall ensure that a) time
allocation per speaker shall not exceed two and half minutes, b) the chairperson does not dominate the proceedings, c) the
members of the Committee do not dominate the proceedings at a general meeting, d) the speakers address the issue
without ‘beating around the bush’, making a dialogue, and/or attack on anyone who expressed a view.
6.3. Failure by any member of the Executive, Committee, or Portfolio who fails to attend more than 2 (two) meetings (whether
general, executive or committee meetings) which that person is meant to attend, shall in the absence of a compelling reason
be relieved of his/her duties. Such a person shall nevertheless be considered to par take in the affairs of the Portfolio in the
future.
6.4. The Executive, Committee, and Portfolios shall remain in office until a Constitution is enacted.
6.5. Decision that has an effect of amending, altering, or making addition to this document shall be supported by two third majority of those present at the meeting.
