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Prevention of and Treatment for Substance Abuse Act, 2008 (Act No. 70 of 2008)

Rules

Rules Governing the Quorum, Procedure at meetings and, generally the Conduct of Functions of the Central Drug Authority

5. Meetings of Central Drug Authority

 

(1) Procedures at meetings of CDA must be in compliance with these Rules.

 

(2) Except in the case of an emergency, the Chairperson shall give 7 days' notice of every meeting of the CDA.

 

(3) All matters to be tabled for discussion must be presented by way of a written submission indicating amongst others, the purpose of the submission and recommendations for action/decisions expected of the CDA.

 

(4) The submission as well as supporting documentation, together with the minutes of the previous meeting, must be circulated electronically to all members as part of the Agenda Pack, 7 days prior to the date of the meeting.

 

(5) All The agenda must provide for late urgent matters. The Chairperson must have criteria to assess the urgency of a 'late urgent' matter. Furthermore, it must be stated that the 'urgent matters' can only be introduced before the agenda is adopted

 

(6) Members must read the documents submitted prior to the meeting, as all such documents will be taken as read during the meeting; the Chairperson shall only allow for a brief presentation of the item for a maximum 15 minutes, a discussion by members and a resolution arising out of such a discussion.

 

(7) All logistics for the meetings, whether physical or virtual, shall be arranged by the Secretariat, including  transport, accommodation , refreshments, parking, venues  as necessary, depending on the type of meeting. These arrangements must be confirmed with members at least four working days before the meeting unless there is an ad hoe meeting.

 

(8) Only designated substitutes or proxies will be accepted. No substitute or proxy shall be accepted for any committee meetings, unless such substitute or proxy has delegated powers for decision making, which delegation must be in writing.

 

(9) Every member invited to a meeting is expected to be punctual and attend the meeting until the business of the meeting is concluded or if  need be, request the Chairperson's permission to leave the meeting, citing reasons for such a request.

 

(10) Every member present in the meeting must switch off the phone or put it on silent mode during meetings, provided that such silent mode shall not interfere with the meeting, recording and microphone devices, in which case it must be switched off; no phones may be answered inside the meeting venue.

 

(11) The CDA shall determine and plan meetings in accordance with the Annual Calendar submitted to the Executive Committee for approval. Deviation from the calendar of the CDA will be based on the need to complete work assigned by the Executive Committee or as determined by the Chairperson.

 

(12) All meetings must be held and feed into the Executive and General Meetings of the CDA, to allow Committees to prepare for and table reports at such meetings. Such Committee or other reports must be submitted to the Secretariat 14 days before the meeting.

 

(13) The Chairperson may or at the request of five members of the CDA call in writing, for an extraordinary meeting. The Rules of the CDA shall apply.

 

(14) 50% plus one of the CDA members shall constitute the quorum for all CDA meetings, including virtual meetings.

 

(15) Whenever there is no quorum, the Chairperson of the meeting shall within 15 minutes after establishing such, cause the secretary to record the names of the CDA members present in the minutes, and adjourn the meeting.