SECTION 51 MANUAL FOR

CYBERTRACKER CONSERVATION

(Association incorporated under Section 21)

 
  1. CONTENTS
  2. PARTICULARS IN TERMS OF THE SECTION 51 MANUAL
  1. Contact details [Section 51(1)(a)]
  2. The section 10 Guide on how to use the Act [Section 51(1)(b)]
  3. Records available in terms of any other legislation [Section 51(1)(d)]
  4. Access to the records held by the private body in question [Section 51(1)(c) and 51(1)(e)]
  1. The last notice regarding the categories of record of the body, which are available without a person having to request access in terms of this Act in terms of section 52(2) [Section 51(1)(c)]
  2. Records that may be requested [Section 51(1)(e)]
  3. The request procedures
  1. Other information as may be prescribed [Section 51(1)(f)]
  2. Availability of the manual [Section 51(3)]
  1. CONTENTS

    Introduction to CyberTracker Conservation

    A non-profit organisation responsible for the distribution of software and implementation of field projects for the conservation of biodiversity, and the monitoring of forestry, agriculture, sea fisheries and environmental security.

     

  2. PARTICULARS IN TERMS OF THE SECION 51 MANUAL
  1. Contact details [Section 51(1)(a)]

    CyberTracker Conservation (Association incorporated under Section 21)

    Registration number: 2000/016138/08

    Postal address: PO Box 962, Bellville, 7535

    Street address: 90 Eleventh Avenue, Boston, Bellville, 7530

    Chairman: Conrad Aveling

    Information Officer: Carike Pepler

    Telephone: +27 21 949 2171

    Fax: +27 21 949 2181

    E-mail: info@cybertracker.co.za

    Website: www.cybertracker.org

     

  2. The section 10 Guide on how to use the Act [Section 51(1)(b)]

    The Guide will be available from the South African Human Rights Commission by not later than August 2003. Please direct any queries to:

    The South African Human Rights Commission:

    PAIA Unit

    The Research and Documentation Department

    Postal address: Private Bag 2700, Hougton, 2041

    Telephone: +27 11 484 8300

    Fax: +27 11 484 0582

    Website: www.sahrc.org.za

    E-mail: PAIA@sahrc.org.za

     

  3. Records available in terms of any other legislation [Section 51(1)(d)]

    Basic Conditions of Employment No. 75 of 1997

    Companies Act No. 61 of 1973

    Income Tax Act No. 95 of 1967

    Labour Relations Act No. 66 of 1995

    Skills Development Levies Act No. 9 of 1999

    Skills Development Act No. 97 of 1998

    Trade Marks Act No. 194 of 1993

    Unemployment Contributions Act No. 4 of 2001

    Unemployment Insurance Act No. 63 of 2001

    Value Added Tax Act No. 89 of 1991

     

  4. Access to the records held by the private body in question [Section 51(1)(c) and 51(1)(e)]
  1. The latest notice regarding the categories of record of the body, which are available without a person having to request access in terms of this Act in terms of section 52(2) [Section 51(1)(c)]

    Not applicable
     

  2. Records that may be requested. A description of the subjects of the records held by the body and the categories in which these subjects are classed [Section 51)1)(e)]

STATUTORY COMPANY INFORMATION
  • Certificate of Incorporation
  • Memorandum and Articles of Association
  • Minute Book, CM26 as well as Resolutions passed at general meetings
  • A register of allotments
  • Register of members
  • Index of members
  • Register of Directors and Certain Officers
  • Annual Financial Statements including: annual accounts, director's report, auditor's report
  • Books of Account regarding information required by the Companies Act, 1973
  • Supporting schedules to books of account and ancillary books of account

ACCOUNTING RECORDS
  • Books of Account including journals & ledgers
  • Delivery notes , orders and invoices, statements, receipts, vouchers and bills of exchange

STATUTORY EMPLOYEE RECORDS
  • Employees' name and occupations
  • Time worked by each employee
  • Remuneration paid to each employee
  • Date of birth of each employee
  • Salary register
  • Records of foreign employees

OTHER EMPLOYEE RECORDS
  • Employee contracts

MOVABLE PROPERTY
  • Asset Register

AGREEMENTS AND CONTRACTS
  • Donor Funding agreements
  • Copies of all Income Tax Returns and other tax returns and documents

INFORMATION TECHNOLOGY
  • Hardware
  • Operating systems
  • Telephone lines and data lines
  • Software packages

SALES AND MARKETING
  • Customers
  1. The request procedures.

Form of request:
  • The requester must use the prescribed form to make the request for access to a record. This must be made to the head of the private body. This request must be made to the address, fax number or electronic mail address of the body concerned [s 53(1)].
  • The requester must provide sufficient detail on the request form to enable the head of the private body to identify the record and the requester. The requester should also indicate which form of access is required. The requester should also indicate if any other manner is to be used to inform the requester and state the necessary particulars to be so informed [s 53(2) and (b) and (c)].
  • The requester must identify the right that is sought to be exercised or to be protected and provide an explanation of why the requester is required for the exercise or protection of that right [s 53(2)(d)].
  • If a request is made on behalf of another person, the requester must then submit proof of the capacity in which the requester is making the request to the satisfaction of the head of the private body [s 53(2)(f)].

Fees:

A requester who seeks access to a record containing personal information about that requester is not required to pay the request fee. Every other requester, who is not a personal requester, must pay the required request fee:
  • The head of the private body must notify the requester (other than a personal requester) by notice, requiring the requester to pay the prescribed fee (if any) before further processing the request [s 54(1)].
  • The fee that the requester must pay to a private body is R50.00. The requester may lodge an application to the court against the tender or payment of the request fee [s 54(3)(b)].
  • After the head of the private body has made a decision on the request, the requester must be notified in the required form.
  • If the request is granted then a further access fee must be paid for the search, reproduction, preparation and for any time that has exceeded the prescribed hours to search and prepare the record for disclosure [s 54(6)].

 

  1. Other information as may be prescribed [Section 51(1)(f)]

    The Minister of Justice and Constitutional Development has not made any regulations in this regard.

     

  2. Availability of the manual [Section 51(3)]

    Section 51 Manual for CyberTracker Conservation is available for inspection at:

    • the offices of CyberTracker Conservation free of charge,
    • the SAHRC,
    • in the Gazette and
    • on www.cybertracker.org

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