Date: April 2023

Venue:

Time:

Agenda

1. Opening and welcoming

2. Credentials and apologies
3. Issue from previous meeting
4. Business of the day
4.1 Repot for 2022/23 and annual assessment
4.2 Funding for 2023/24
4.3 Contracts and Stipends
4.4 Cable theft
4.5 Stakeholder engagement
4.6 NDA
4.7 Involvement and participation of board members
5. Way forward
6. Closure

Minutes of the meeting

1. Opening and welcoming was done by Matsepo Simelane. She welcomes the seating
with powerful quotes.
2. Apologies: Nkosinathi Khumalo
3. Issue from previous meeting
 The banking app issue has not yet been resolved and the signatories are still
struggling to get date/ an appointment where they can be able to get the
banking application on their phones and activate them to be able to minimise
the cash withdraws as its dangerous and cost a lot thus resulting on a higher
amount of bank charges or service fees.
  The project fun that have been brought forward are still available and as it was
decided upon on the previous meeting this fund will be used to purchase a
working structure and as delegated Andile Mbuyane has managed to come
back with a quotation thus far purchasing a structure and being able to furnish
it will be twice our budgeted fund and as a result the pursing of the structure is
on hold.

4. Business of the day

4.1. 2022/23 Annual assessment
The annual assessment was held at Sihlange Youth Development Centre and CCYDF
was represented by the project manager, administraor and a facilitator, they were
able to submit the required documents and answer most of the questions however they
did not have the annual assessment tool which leads to their evaluation to be
postponed to a nearby date where the social development officials will come to the
centre to asses the organisation based on their newly compiled tool and it went
accordingly and they were able to submit the assessment tool.
4.2. Funding for 2023/24
As states on the previous item the 2022/23 financial period has ended and thus a new
financial period has commenced however the funds for the 2023/24 financial year is
yet to be allocated and due to that the only programs that the organisation can be
organised are the ones that do not require funds or financial resources and as
stipulated the board must meet with the personnel to discuss activities and programs
that will be beneficial for youth that we must have for the 2023/24 fiscal year.
4.3. Stipends and contracts
Since the project funds for the 2023/24 financial year are yet to be allocated, the
available funds would not be used for stipends, stipends will only be paid when the
funds for the current financial period has been allocated which means each person
will be paid back paid for all the months worked and what is due to them.
The CCYDF personnel will be retained based on their
4.4. Cable theft
At the end of February, the cable that supply electricity to the community hall which
turn also supply the youth centre was stolen which to date is to be replaced, it was
decided by on the conference call that was included 4 of the six board members that
since we still have funds on our account it will beneficial to divert a certain amount to
buy an invertor which we ended up buying it and its cost R1199.00 which was a good
investments as we leaving on the period of load shedding. Letter to divert the funds
has been drafted.
 4.5. Stakeholder engagement
As a new financial year has begins so does the need to strengthen and form our
relationships and source funds and other resources that we will need to ensure youth
development and ensure that the youth has programs that are beneficial to them.

4.6. NDA
The National Development Agency has previously awarded the organisation the
presidential stimulus learnership however, we have no received any communication
for the current financial period, so it is the responsibility of the board or one of our
delegates to someone to find out what does that mean for organisation and do a follow
up on the distribution of fund by agency.
5. The way forward and date of the next meeting
⮚ Delegation to Social development – siphiwe Sibiya, Andile Mbuyane, Matsepo
Simelane
⮚ Delegation for stakeholder engagement Devy Mabuza, Nkosianathi Khumalo and
Andile Mbuyane
⮚ Delegation on search of quotation - Andile Mbuyane, Matsepo and sifiso.

⮚ Delegation to NDA : Project Manager, Matsepo Simelane and Andile Mbuyane

⮚ Date of the next meeting: and TBD

__________________________ ___________________
Signature Date
Date: June 2023

Venue:

Time:

Agenda
1. Opening and welcoming
2. Credentials and apologies
3. Issue from previous meeting
4. Business of the day
4.1 DSD funds allocation
4.2 Funding for 2023/24
4.3 payment of stipends
4.4 proposed programme
4.6 other funds
4.7 Involvement and participation of board members
5. Way forward
6. Closure

Minutes of the meeting

1. Opening and welcoming was done by Matsepo Simelane. She welcomes the seating with
powerful quotes.

2. Apologies: Nkosinathi Khumalo

3. Issue from previous meeting

 The issue of online banking is still not resolved, Andile is still in contact with the
relevant personnel from the bank as each time we communicate with them we
encounter different problems or excuses namely the person whom is working solely
with organisation on online banking system is still of leave or if she is the office she
still has a backload of work and we are still be called and assisted with regards to the
banking app.
  The Community hall still doesn’t have electricity as the issue of cable theft is ongoing
however the centre is still operation and young people are able to be assisted when
they seek assistance.
 The NDA stimulus project has come to an end and the has not been any form of
communication with regard to the possibility of being funded.

4. Business of the day

4.1. DSD funds allocation/ stipend payment

The subsidy from the department of social development has been allocated for the 2023/24
financial year first trench, however we are unable to proceed with purchasing stationary and
stipends allocation as we are still in the process of activating our online banking system
which will ensure that cash withdrawals are kept to a minimum and our bank charges are not
too high. The online banking issue have become a priority as further delays will cause an
unnecessary unrest amongst the person as they are anticipating being paid after a long period
of not being paid. The deputy chairperson Mr. D Mabuza has even proposed that we find an
alternative to paying the stipend should the issue of the banking app persist. However, the
treasure miss Andile Mbuyane advised that finding an alternative that includes cash
withdrawals is an audit query and will not reflect good on the finances and bank charges as
the transaction that need to be made is of a substantial amount and it may come across as
money laundering.

4.2 Funding for 2023/24 and proposed programme

Sifiso shabangu secretary as its clear that we not getting funds form NDA we need to ask for
donations and raise fund this will be done trough stakeholder engagement, during the next
meeting with personnel we need to delegate task and come up with ways to raise funds, as
still have the issue of cable and the responsible parties seem to have forgotten about the
problem at hand we need to approach our stake holders and find a way to buy the cable
ourselves. Andile has suggested that the letter that the personnel has already drafted for our
stake holders to partake on the Hygiene care pack should also highlight that we are also in
need of a cable that will supply electricity to the community hall as it is also our source of
connection.
4.7 Involvement and participation of board members
M P Simelane Chairperson has stated the importance of being involved at the centre and
ensuring that the day to day operation of the centre is still inline with the organisational
objectives and the personnel is able to communicate with us should they need something or if
they are not sure about something
Way forward

__________________________ _____________

Signature Date
Date: August 2023
Venue:
Time:

Agenda

1. Opening and welcoming

2. Credentials and apologies
3. Issue from previous meeting
4. Business of the day
4.1 Purchase of an electric cord/ equipment and maintenance
4.2 Progress on the YDCs programmes
4.3 NLC funding application
4.4 Upcoming mid-term assessments
4.6 Policies
5. Way forward
6. Closure

Minutes of the meeting

1. Opening and welcoming was done by Matsepo Simelane. She welcomes the seating with a
hymn and prayer.

2. Apologies: Nkosinathi Khumalo, Siphiwe Sibiya

3. Issue from previous meeting

The issue of online banking has been resolved and stipends where paid and stationary and
other operating tools where purchased, waiting to make any transaction proved to be
beneficial for the organisation the bank charges have drastically decrease and fund are not
mismanaged

The Community hall still doesn’t have electricity as the issue of cable theft is ongoing
however the centre is still operation and young people are able to be assisted when they seek
assistance.
The hygen care pack programme was a success as we were able to distribute 60 pully
prepared packs at the life skill programme that was held at the community hall during the
June recess and the remaining packages and individual packs of sanitary towels were donated
to Maqamela primary which was organised as an outreach program that will also strengthen
the relationship between the centre and the local school

4. Business of the day

4.1. Purchase of an electric cord/ equipment and maintenance

Andile Mbuyane ( treasure): it has been reported to me that the inventor is due for service and
due to the manner its being charged it is going to became faulty sooner and this will form part
of property damage because, the manner in which it is being transported via a wheel barrow it
is dangerous and this may result in the investor being damaged which is not good for the
centre not only because we are going to have to cancel our basic computer class and stop the
secretarial services that are offered this will come across as though we are careless and
unable to sustain our resources. Thus, it has been suggested that we should buy an electric
cord that will can use to connect electricity from one of the neighbours. That will not only
save us the hustle of high maintenance on the buttery but also reduce the risk of us being
robbed while on route to charging the inverter

4.2 Progress on the YDCs programmes

Based on the resources needed to has become evident that outreach programs are cost
effective and we are able to reach a broader audience within the comfort of their environment
and it is because of that reason that until we have a source of funding that will enable us to
provide refreshments to our beneficiaries we are going to do mainly outreach programs and
activities that requires classroom or controlled facilitation we are going to be beneficial to the
current basic computer students

4.3 NLC funding application

4.4 Upcoming mid-term assessments

Checking with the personnel they seem to be able to provide the required documents as the
1st trench is coming to an end and all required financial statements and invoices are
available.

4.6 Policies
M.P Simelane suggested that the best and effective policies will have to be discussed and
adapted at a meeting that include both personnel and board members
.

Way forward

__________________________ _____________

Signature Date
Date: September 2023
Venue:
Time:

Agenda

1. Opening and welcoming

2. Credentials and apologies

3. Issue from previous meeting

4. Business of the day

4.1 working Structure

4.2 Compliance issues

4.3 end of 1st trench

5. Way forward

6. Closure

Minutes of the meeting

1. Opening and welcoming was done by Matsepo Simelane. She welcomes the seating
with powerful quotes.

2. Apologies: Nkosinathi Khumalo

3. Issue from previous meeting

A 100 m electric cord has been purchased and we are now able to charge the inverter
and only use it during load shedding other than that the neighbours is of great
assistance and we connect the extension cord daily, we will be buying electricity that is
equivalent to what we use monthly. On the campaign to donate money or buy the
electric cable for us we are still hopeful that one our stakeholders will pull trough for us.
4. Business of the day

4.1. 1 working Structure

4.2 Compliance issues

4.3 end of 1st trench

Way forward

__________________________ _____________

Signature Date
Date: November 2023
Venue:
Time:
Agenda

1. Opening and welcoming

2. Credentials and apologies

3. Issue from previous meeting

4. Business of the day

4.1 Purchasing of station

4.2 Outreach programme and permissions

4.7 Involvement and participation of board members

5. Way forward

6. Closure

Minutes of the meeting

1. Opening and welcoming was done by Matsepo Simelane. She welcomes the seating
with powerful quotes.

2. Apologies: Nkosinathi Khumalo

3. Issue from previous meeting

The Wendy house has been purchased and ready to be used. However, because we do
not have funds for proper furniture yet, it is going to remain unfurnished and we are
going to use it as a meeting are and the Friday classes will be conducted there as we are
blessed be located at a community hall we are able to use the municipal resources if
required.

4. Business of the day

The funds for the 2nd trench have been allocated ands per our budget we are to buy
station and pay for maintenance, we had an issue of the invertor as its maintenance is
not as standard as we assumed it was going to be cover under its warrantee however
additional cost were encountered and we had to pay an additional amount.

4.1. DSD funds allocation/ stipend payment

Stipends were paid with no issues and everyone was back paid.

4.2 banking issues, during the course of this money a number of unauthorised
transactions has been detected on our account and the matter has been reported to FNB
and they are still busy with their investigation. But they assured us that we will be
refunded and a bank card replacement has been issued

4.7 Involvement and participation of board members

M P Simelane Chairperson has stated the importance of being involved at the centre
and ensuring that the day to day operation of the centre is still in line with the
organisational objectives and the personnel is able to communicate with us should they
need something or if they are not sure about something

Way forward

__________________________ _____________

Signature Date

Date: December 2023

Venue:
Time:

Agenda
1. Opening and welcoming
2. Credentials and apologies
3. Issue from previous meeting
4. Business of the day
4.1. 2024/25 business plan proposals
4.2. Compliance issue
4.3. Fundraising
4.4 December holidays
5. Way forward
6. Closure

Minutes of the meeting

1. Opening and welcoming was done by Matsepo Simelane. She welcomes the seating
with powerful quotes.

2. Apologies: Nkosinathi Khumalo

3. Issue from previous meeting

4. Business of the day

4.1. 2024/25 business plan proposals

The advertisement is out and it has stipulation of what is to be attached and all the
requirements. We now have to come up with a date to fill I the business plan as it has
we have been provided with the specification and the amount that we are applying for.
The closing date is end of January 2024. Which gives us about enough time to plan and
set our docks in a row

4.2. Compliance issue

As a non-profit organisation we have relevant acts that we must comply with as an
organisation that was previously funded by the department of social development we
are required by law to be complaint with the following institutions SARS, department
of labour for compensation fund and unemployment insurance fund, the central
supplier database and the Social Department its self, enlight of recent revelations we
have discovered that we not comply with any of these institutions and that automatically
disqualifies us the legible for the funding, we need to find a way to

4.3. Fundraising

4.4 December holidays

5. Way forward

6. Closure

__________________________ _____________

Signature Date
Date: January 2024

Venue:

Time:

Agenda

1. Opening and welcoming

2. Credentials and apologies

3. Issue from previous meeting

4. Business of the day

4.1 DSD funds allocation

4.2 Funding for 2023/24

4.3 payment of stipends

4.4 proposed programme

4.6 other funds

4.7 Involvement and participation of board members

5. Way forward

6. Closure

Minutes of the meeting

1. Opening and welcoming was done by Matsepo Simelane. She welcomes the seating
with powerful quotes.

2. Apologies: Nkosinathi Khumalo

3. Issue from previous meeting

The issue of online banking is still not resolved, Andile is still in contact with the
relevant personnel from the bank as each time we communicate with them we
encounter different problems or excuses namely the person whom is working solely with
organisation on online banking system is still of leave or if she is the office she still has a
backload of work and we are still be called and assisted with regards to the banking
app.

The Community hall still doesn’t have electricity as the issue of cable theft is ongoing
however the centre is still operation and young people are able to be assisted when they
seek assistance.

The NDA stimulus project has come to an end and the has not been any form of
communication with regard to the possibility of being funded.

4. Business of the day

4.1. DSD funds allocation/ stipend payment

The subsidy from the department of social development has been allocated for the
2023/24 financial year first trench, however we are unable to proceed with purchasing
stationary and stipends allocation as we are still in the process of activating our online
banking system which will ensure that cash withdrawals are kept to a minimum and
our bank charges are not too high. The online banking issue have become a priority as
further delays will cause an unnecessary unrest amongst the person as they are
anticipating being paid after a long period of not being paid. The deputy chairperson
Mr. D Mabuza has even proposed that we find an alternative to paying the stipend
should the issue of the banking app persist. However, the treasure miss Andile Mbuyane
advised that finding an alternative that includes cash withdrawals is an audit query and
will not reflect good on the finances and bank charges as the transaction that need to be
made is of a substantial amount and it may come across as money laundering.

4.2 Funding for 2023/24 and proposed programme

Sifiso shabangu secretary as its clear that we not getting funds form NDA we need to
ask for donations and raise fund this will be done trough stakeholder engagement,
during the next meeting with personnel we need to delegate task and come up with ways
to raise funds, as still have the issue of cable and the responsible parties seem to have
forgotten about the problem at hand we need to approach our stake holders and find a
way to buy the cable ourselves. Andile has suggested that the letter that the personnel
has already drafted for our stake holders to partake on the Hygiene care pack should
also highlight that we are also in need of a cable that will supply electricity to the
community hall as it is also our source of connection.

4.7 Involvement and participation of board members

M P Simelane Chairperson has stated the importance of being involved at the centre
and ensuring that the day to day operation of the centre is still inline with the
organisational objectives and the personnel is able to communicate with us should they
need something or if they are not sure about something

Way forward

__________________________ _____________

Signature Date