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Civilian Secretariat for Police Service Act, 2011 (Act No. 2 of 2011)

Regulations

Civilian Secretariat for Police Service Regulations, 2016

Chapter 8 : Reference Groups

30. Reference Groups

 

(1) Civil Society Reference Groups contemplated in section 6(2) of the Act must be established by the Civilian Secretariat in the following focus areas:
(a) monitoring and evaluation
(b) partnerships
(c) policy and research
(d) Implementation of the Domestic Violence Act, 1998.

 

(2) The Secretary appoints the members of a Civil Society Reference Group in consultation with head of the core Unit of the Civilian Secretariat responsible for the particular focus area.

 

(3) A Reference Group established in terms of sub-regulation (1) may have the following objectives—
(a) to play an advisory role to the Secretariat with regard to policy formulation, implementation and compliance;
(b) to identify policy gaps on policing and safety and security issues;
(c) to provide a forum for debate on policing and safety and security issues;
(d) to identify remedial measures to improve policing;
(e) to advise on good practices with regard to policing;
(f) to recommend innovative methodologies to monitor, assess and evaluate the police service as far as compliance with policing policy is concerned;
(g) to contribute to policy development within the safety and security cluster;
(h) to advise on developing partnerships and strategies to mobilise communities in the prevention of crime;
(i) to advise on matters relating to domestic violence

 

(4) The specific terms of reference of an established Reference Group for a particular focus area must be developed by the Reference Group and submitted to the Secretary for approval.

 

(5) A combination of identified policy makers, members of the academia, civil society groupings, non-governmental organisations and members of the business fraternity with a focus on policing and crime prevention may form part of a Reference Group.

 

(6) Ahead of a provincial secretariat may be invited to nominate a member to become ex officio members of a particular Reference Group.

 

(7) The Reference Group will be convened and chaired by the Head of the relevant Unit of the Civilian Secretariat.

 

(8) The Reference Group must meet at least once per quarter.

 

(9) The Civilian Secretariat will provide administrative support to a Reference Group, including—
(a) taking and circulation of minutes within seven days after the meeting;
(b) the co-ordination of meetings;
(c) drafting and circulation of the agenda a week before the meeting to allow for additional points to be added by members;
(d) corresponding with members of the Reference Group; and
(e) arranging flights and accommodation for members of the Reference Group as may be necessary.

 

(10) Members of the Reference Group may not be remunerated.

 

(12) Where a particular individual member or institution has a conflict of interest in respect of any matter under discussion by a Reference Group, the particular individual or the representative of the particular institution must recuse himself or herself from discussion of the particular agenda item.

 

(13) A member of the Reference Group must uphold confidentiality at all times and is bound by the Civilian Secretariat’s code of confidentiality.