Gold Circle (Pty) Ltd

1998/024366/07

 

 

 

 

 

A Guide to

 

ACCESSING OUR

INFORMATION

 

Our Manual in terms of Section 51 of the

Promotion of Access to Information Act

No.2 of 2000

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Preamble

 

The Promotion of Access to Information Act No.2 of 2000, (“the Act”) came into operation on the 23 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

 

Gold Circle (Pty) Ltd has as its primary focus the promotion and advancement of thoroughbred horse racing in KwaZulu-Natal and Western Province. This includes, but is not limited to

·        the hosting of race meetings;

·        the provision and management of training facilities in both provinces;

·        the fostering a thoroughbred breeders incentive scheme in KwaZulu-Natal;

·        the participation in various joint ventures with Phumelela Gaming and Leisure Limited for the operation of a national pari-mutuel totalisator, the provision of a horse racing TV channel and a telephone betting centre;

·        the provision of betting facilities through branches and agencies throughout the provinces of KwaZulu-Natal and Western Province;

·        the operation of LPM sites on licenced premises in the Western Province;

·        Fiduciary, administrative and secretarial services for a partnership, a number of subsidiary companies, clubs, and racing associations. These are:

 

Ø      TAB KwaZulu-Natal

Ø      Natal Racing Properties (Pty) Ltd

Ø      Natal Racing Transport Services (Pty) Ltd

Ø      Natab Verulam (Pty) Ltd

Ø      Gold Circle Gaming Investments (Pty) Ltd

Ø      Durban Turf Club

Ø      Clairwood Turf Club

Ø       Pietermaritzburg Turf Club

Ø       Western Province Turf Club

Ø       KwaZulu-Natal Racing Association (Assoc. Incorporated under Section 21)

Ø       Western Province Racing Association (Assoc. Incorporated under Section 21)

Ø       Gold Circle KwaZulu-Natal Slots (Pty) Ltd

 

 

 

Our other interests include an equity holding in Betting World (Pty) Ltd, a fixed odds betting operation domiciled in KwaZulu-Natal with a number of licences to trade in Western Province, Gauteng and certain outlets in KwaZulu-Natal.

 

More recently, the Company acquired an interest in Gold Circle KwaZulu-Natal Slots (Pty) Ltd, a black empowerment Company, who has applied for a route operators licence within the Province. Whilst the application has been successful in that the licence has been granted in principle, written confirmation is awaited. It is however anticipated that this licence will only be issued once a legal matter between the KwaZulu-Natal Gambling Board and a third party has been amicably resolved.

 

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.

 

In this document 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 on our Website. The address is www.goldcircle.co.za.

 

 

Section A

 

 

Our Details

 

Full Name                                                       :           Gold Circle (Pty) Ltd

Registration Number                                    :           1998/024366/07

Registered Address                                     :           150 Avondale Road,

                                                                                    Greyville

                                                                                    Durban 4001

                                                                                    KwaZulu-Natal 4001

Postal Address                                             :           P O Box 40

                                                                                    Durban

                                                                                    4000

Telephone Number                                       :           031 314 1500

Fax Number                                                   :           031 314 1767

Head - Chief Operating Officer                    :           G T Hawkins

Website                                                           :           www.goldcircle.co.za

Section B

 

Information Available in Terms of the Act

 

1.                Categories of Information

 

We hold the following categories of information:

 

 

A.     ADMINISTRATION/SECRETARIAL

 

(I)                  Certificate of Incorporation;

(II)                Certificate of Change of name;

(III)               Memorandum and Articles of Association;

(IV)            Certificate of Commencement of Business;

(V)              Minute Book, CM26 and CM27 and resolutions passed at general meetings;

(VI)            Register of Members;

(VII)           Register of Mortgages and Debentures;

(VIII)         Register of Directors’ Shareholdings and Interests;

(IX)            Register of Directors and Officers;

(X)              Directors’ Attendance Register;

(XI)            Immovable Property:

a)     Title deeds;

b)     Leases and subleases;

c)      Building plans;

d)     Mortgage bonds or other encumbrances to fixed property;

e)     Details of registered Servitudes and Wayleave agreements;

(XII)           Intellectual Property

a)     Trademarks, trade names and protected names;

b)     Copyrights;

(XIII)         Agreements and Contracts:

a)     Material agreements concerning provision of services or material;

b)     Joint venture agreements;

c)      Partnership agreements;

d)     Sponsorship agreements;

e)     Commingling agreements;

f)        Agreements with shareholders, officers or directors;

g)     Acquisition documentation;

h)      Agreements with totalisator agents;

i)        Purchase or lease agreements;

j)        Sales agreements;

k)      Satellite broadcast agreements;

 

B.    FINANCIAL

 

(I)                  Group Annual Financial Statements including:

a)     Annual Accounts;

b)     Directors’ Reports;

c)      Auditors’ Report;

(II)                The Books of Account regarding information required by Companies Act, 1973 ( Computerized);

(III)               Supporting schedules to books of account and ancillary books of account;

(IV)            Books of Account including books of prime entry (Fully computerized);

(V)              Orders, invoices, credit notes, statements, receipts, vouchers;

(VI)            Movable Property:

a)     Assets register - computerized;

b)     Finance and lease agreements;

(VII)           Taxation:

a)     Copies of all Income Tax Returns and related correspondence;

b)     VAT returns and related correspondence;

(VIII)         Insurance:

a)     Details of Insurance Policies;

b)     Claims records;

(IX)            Wagering:

a)     Statistics, dividends, etc.;

 

C.    HUMAN RESOURSES

 

(I)                  Collective Agreements;

(II)                Arbitration awards;

(III)               Records of strikes, lockouts or protest action

(IV)            Industrial training records;

(V)              Employee contracts of employment;

(VI)            Incentive schemes;

(VII)           Recruitment & selection policy & records

(VIII)         Skills Development Plan;

(IX)            Maternity leave policy;

(X)              Code of conduct – including disciplinary and grievance procedures;

(XI)            Employment Equity Plan;

(XII)           Group Policies & Procedures – Various;

 

D.    OCCUPATIONAL SAFETY

 

 

(I)                  Safety management systems, Training and audits;

(II)                Employee public health emergency action plans;

(III)               Permits, licences, approval and registrations for operation of sites and businesses, Certificates of Compliance;

(IV)            Health & Safety Committee Meeting Minutes;

(V)              Incident & Accident Investigation Reports;

(VI)            Emergency Response Plans;

(VII)           Lift & Escalator Reports;

(VIII)         Register of First Aid;

(IX)            Register of Fire Fighters;

(X)              Workmen’s Compensation Reports;

 

 

E.     OPERATIONAL

 

(I)                  Transportation:

a)     Details of horse transport fleet ;

b)     Latest COR;

 

 

F.     PAYROLL AND EMPLOYEE RECORDS    

 

(I)                  Employees’ name and occupation;

(II)                Time worked by each employee;

(III)               Remuneration Paid to each employee;

(IV)            Date of birth of each employee;

(V)              Computerized wage  and salary register;

(VI)            Staff records;

(XIII)         Staff loan schemes;

(VII)           Study assistance schemes;

(VIII)         Expense accounts;

(IX)            Tax returns of employees;

 

 

G.    RETIREMENT FUNDING RECORDS

 

(I)                  Pension fund rules;

(II)                Provident fund rules;

(III)               Minutes of meetings of trustees and members;

(IV)            Actuarial valuation reports;

(V)              Annual accounts;

(VI)            Records pertaining to the collapse of funds post amalgamation:

 

H.    LEGAL

 

(I)                  Complaints, pleading, briefs and other documentation pertaining to any actual, pending or threatened litigation, arbitration or investigation;

(II)                Settlement agreements;

(III)               Racing licences, permits and authorisations;

 

 

I.        INFORMATION TECHNOLOGY

 

(I)                  Hardware;

(II)                Operating and networking systems;

(III)               Software packages and licences;

(IV)            Disaster Recovery plan;

(V)              Telephone Exchange Equipment;

(VI)            Telephone lines, leased lines and Data lines;

(VII)           Gambling Board approval of Amtote Wagering System;

 

J.      SALES AND MARKETING

 

(I)                  Details of sponsors;

(II)                Brochures, fixtures and internal racing flighted locally;

 

 

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 requested to complete a request form as set out in annexure “A” hereto. These forms are available from:

·        Our information officer (whose contact details are in Section A of this manual;

·        The South African Human Rights Commission 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 C

 

Information Available in Terms of other Legislation

 

 

Where applicable to our operations, information is also available in terms of certain provisions of the following states:

 

¨      Basic Conditions of Employment Act

¨      Companies Act

¨      Debt Collectors Act 114 of 1998

¨      Employment Equity Act No. 55 of 1998

¨      Financial Intelligence Centre Act No.38 of 2001

¨      Income Tax Act No. 58 of 1962

¨      Labour Relations Act No. 66 of 1995

¨      Occupational Health & Safety Act no. 85 of 1993

¨      Prevention of Organised Crime Act No. 121 of 1998

¨      Road Transportation Act No. 74 of 1977

¨      Unemployment Insurance Act No. 63 of 2001

¨      KwaZulu-Natal Gambling Act No. 10 of 1996

¨      Regulation of Racing and Betting Ordinance No.28 of 1957

¨      Western Cape Gambling and Racing Law No. 4 of 1996

¨      Liquor Act No. 27 of 1989

¨      Value- added Tax Act No. 89 of 1991

 

 

Section D

 

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.

 

·        The Tabloid news letter;

·        Group Annual Financial Statements.

·        Pamphlets & brochures

·        Posters

·        Other literature intended for public viewing

 

Request forms for these categories of information are also available from our information officer, whose contact details appear in Section B of this manual.

 

 

 

PDE

9/2005

Gold Circle Manual 09.2005