Every Tribe Resources (Pty) Ltd
A Guide to Accessing our Information
Our Manual in terms of Section 51 of the
Promotion of Access to Information Act
Table of contents
Preamble
Introduction to this private body
Section A – Our details
Section B – The official guide
Section C – Information available in terms of the Act
Section D – Information available in terms of other legislation
Section E – Information automatically available
Annexure “A” Fees in respect of private bodies
Preamble
The Promotion of Access to Information Act No. 2 of 2000, (“the Act”) came into operation on 23rd November 2001. Section 51 of this Act requires that we as a private body compile a manual giving information to the public regarding the procedure to be followed in requesting information from us for the purpose of exercising or protecting rights.
Introduction to this private body
Every Tribe Resources is a publishing company that exists to serve New Covenant Ministries International. Our publications include both printed and electronic media and are primarily geared toward leadership training.
We as a private body have compiled this manual, not only to comply with the provisions of the Act, but also to foster a culture of transparency and accountability in our environment and to ensure that members of the public have effective access to information in our possession which will assist them in the exercise and protection of their rights.
Inside these pages you will be able to view the categories of information which we possess. You will also be shown the correct procedure to follow should you require access to any of this information.
A copy of this manual is also available from our website – www.everytribe.net
Section A – Our details
Full Name : Every Tribe Resources (Pty) Ltd
Registration Number : 2000/016801/07
Registered Address : Oakfin House Building
First Floor West Block
367 Oak Avenue
Randburg, 2126
Postal Address : P. O. Box 67209
Bryanston
2021
Telephone Number : +27 11 704 2935
Fax Number : +27 11 704 2814
Head : Colleen Bester
Designated Information Officer : Colleen Bester
Email Address of Information Officer : etr@ncmi.net
Website : www.everytribe.net
Section B – The official guide
Section 10 of the Act requires the South African Human Rights Commission (SAHRC) to publish a Guide containing information reasonably required by a person wishing to exercise or protect any right in terms of this Act.
The Guide will contain the following information:
1. The objects of the Act;
2. Particulars of the information officer of every public body;
3. Particulars of every private body as are practicable;
4. The manner and form of a request for access to information held by a body;
5. Assistance available from both the information officers and the Human Rights Commission in terms of this Act;
6. All remedies in law regarding acts, omissions, rights and duties, including how to lodge an internal appeal and a court application;
7. Schedules of fees to be paid in relation to requests for access to information;
8. Regulations made in terms of the Act.
Copies of this Guide will be available as soon as it is published by the SAHRC. Enquiries regarding the Guide can be addressed to the SAHRC, the contact details of which are as follows:
Post: South African Human Rights Commission
Promotion of Access to Information Act Unit
Research and Documentation Department
Private Bag 2700
Houghton
2041
Telephone: (011) 484-8300
Fax: (011) 484-0582
Website: www.sahrc.org.za
E-mail: PAIA@sahrc.org.za
Section C – Information available in terms of the Act
1. Categories of information
We hold the following categories of information:
(a) STATUTORY COMPANY INFORMATION
(i) Certificate of Incorporation;
(ii) Certificate of Change of Name;
(iii) Memorandum and Articles of Association;
(iv) Certificate to Commence Business;
(v) Minutes, CM25 and CM26, as well as Resolutions passed at general/class meetings;
(vi) Annual Financial Statements including:
(a) Annual accounts;
(b) Directors’ reports;
(c) Auditor’s report.
(vii) Books of Account regarding information required by the Companies Act, 1973;
(viii) Supporting schedules to books of account and ancillary books of account.
(b) STATUTORY EMPLOYEE RECORDS
All employees are employed by New Covenant Church Bryanston and seconded by New Covenant Church Bryanston to their task with Every Tribe Resources. Statutory employee records are held at the offices of New Covenant Church Bryanston.
(c) OTHER EMPLOYEE RECORDS
(i) Employee contracts;
(ii) Code of conduct.
(d) MOVABLE PROPERTY
(i) Asset register.
(e) AGREEMENTS AND CONTRACTS
(i) Material agreements concerning provision of services or materials;
(ii) Agreements with shareholders, officers or directors;
(iii) Agreements with contractors and suppliers;
(iv) Agreements with customers;
(v) Warranty agreements;
(vi) Sale agreements;
(vii) Distributor, dealer or agency agreements;
(viii) Purchase or lease agreements.
(f) TAXATION
(i) Copies of all Income Tax Returns and other tax returns and documents
(g) SALES AND MARKETING
(i) Products;
(ii) Markets;
(iii) Customers;
(iv) Brochures, Newsletters and Advertising Materials;
(v) Sales;
(vi) Domestic and Export Orders.
2. Procedure for requesting access to the above information
If you wish to request access to any of the above categories of information, you are required to complete a request form. These forms are available from:
• our information officer (whose contact details are in section A of this manual);
• the SAHRC website (www.sahrc.org.za)
• the Department of Justice and Constitutional Development website (www.doj.gov.za).
There is a prescribed fee (payable in advance) for requesting and accessing information in terms of the Act. Details of these fees are contained in the request form.
You may also be called upon to pay the additional fees prescribed by regulation for searching for and compiling the information which you have requested, including copying charges.
It is important to note that access is not automatic – you must identify the right you are seeking to exercise or protect and explain why the record you request is required for the exercise or protection of that right. You will be notified in the manner indicated by you on the request form whether your request has been approved.
Section D – Information available in terms of other legislation
Where applicable to our operations, information is also available in terms of certain provisions of the following statutes:
• Companies Act No. 61 of 1973
• Customs and Excise Act No 91 of 1964
• Income Tax Act No. 58 of 1962
Section E – Information automatically available
The following categories of records are automatically available for inspection, purchase or photocopying. In other words you do not need to request this information in terms of the Promotion of Access to Information Act.
Request forms for these categories of information are also available from our information officer, whose contact details appear in section A of this manual.
1. Newsletters.
2. Booklets.
3. Pamphlets / Brochures.
4. Other literature intended for public viewing.
ANNEXURE “A”
AN EXPLANATORY NOTE ON FEES TO BE CHARGED BY A PRIVATE BODY WHEN GRANTING A REQUEST FOR ACCESS TO INFORMATION IN TERMS OF THE PROMOTION OF ACCESS TO INFORMATION ACT, 2000.
The fees chargeable by private bodies are contained in Part III of Annexure “A” of the Regulations. A copy of Part III is attached for your convenience. The present charges are as follows:
1. Copies of a manual
Should an individual require a copy of the private body’s manual, a fee of R1,10 is chargeable for every photocopy of an A4 page or part thereof.
2. Reproduction fees
Reproduction fees apply to obtaining copies or transcriptions of information which is automatically available from the private body. The fees are listed in paragraph 2 of Part III of Annexure “A” to the Regulations.
3. Access fees
Access fees are chargeable for copies or transcriptions of information requested under this Act. The fees are listed in paragraph 4 of Part III of Annexure “A” to the Regulations.
4. Other fees
4.1 A request fee of R50,00 is payable by a requester who is seeking access to a record containing information which is not personal to the requester. See paragraph 6 of Part 1 of this Work.
4.2 A search fee may be charged at a rate of R30,00 per hour or part thereof for searching and preparing the record for disclosure provided such time was reasonably required for that purpose.
4.3 If the request is not limited to records containing information which is personal to the requester and if the head of the private body is of the opinion that the time taken to give effect to the request will exceed six hours the requester can be called upon to pay a deposit of not more than one third of an estimate of the access fee which will become payable.
4.4 If a copy of a record is posted to a requester, the requester is obliged to pay the actual postage payable.
PART III
FEES IN RESPECT OF PRIVATE BODIES
1. The fee for a copy of the manual as contemplated in regulation 9 (2) (c) is R1,10 for every photocopy of an A4-size page or part thereof.
2. The fees for reproduction referred to in regulation 11 (1) are as follows:
| R |
(a) For every photocopy of an A4-size page or part thereof...................................... | 1,10 |
(b) For every printed copy of an A4-size page or part thereof held on a computer or in electronic or machine-readable form................................................................ |
0,75
|
(c) For a copy in a computer-readable form on— | |
(i) stiffy disc............................................................................................. | 7,50 |
(ii) compact disc......................................................................................... | 70,00 |
(d) (i) For a transcription of visual images, for an A4-size page or part thereof........... | 40,00 |
(ii) For a copy of visual images...................................................................... | 60,00 |
(e) (i) For a transcription of an audio record, for an A4-size page or part thereof........ | 20,00 |
(ii) For a copy of an audio record................................................................... | 30,00 |
| |
3. The request fee payable by a requester, other than a personal requester, referred to in regulation 11 (2) is R50,00.
4. The access fees payable by a requester referred to in regulation 11 (3) are as follows: