Meeting Minutes

Meeting Title: Salary Payment Discussion Meeting
Meeting Type: Special Meeting
Date: 26 May 2026
Time: 14:42
Venue / Platform: Neftaly App
Meeting Code: NCDR-SPM-26-05-2026
Prepared By: SCDR
Facilitator / Chairperson: Ms. Linah Ralepelle

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1. Attendance Register

No.	Name & Surname	Position	Department / Campus	Present	Apology	Absent
1	Ms. Mdaka Nancy	Chief	Neftaly Department	☑	☐	☐
2	Ms. Tsebe Patricia	Chief	Neftaly Department	☑	☐	☐
3	Ms. Ralepelle Linah	Chairperson	NeftalyCDR	☑	☐	☐
4	Ms. Rikhotso Tsakani	Chief	Neftaly Department	☑	☐	☐
5	Mr. Motapina Jeffrey	Chief	Neftaly Department	☑	☐	☐
6	Mr. Legodi Clifford	Chief	Neftaly Department	☑	☐	☐

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2. Agenda Items

1. Opening & Welcome
2. Attendance Confirmation
3. Adoption of Previous Minutes
4. Matters Arising
5. Salary Payment Discussion
6. Monthly Salary Meeting Arrangements
7. Requisition and Approval Process
8. New Business
9. Action Items Review
10. Decisions & Recommendations
11. Announcements
12. Next Meeting
13. Closure

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3. Opening & Welcome

The meeting was opened by Ms. Linah Ralepelle at 14:42. She welcomed all chiefs and members present to the meeting.

The purpose of the meeting was stated as follows:

• To discuss the message sent by Treasurer Mrs. Mamabolo from Mr. Malatjie regarding salary payment procedures.
• To discuss the requirement for salary requests and meeting minutes before salaries can be released.
• To introduce a new communication process for chiefs.
• To discuss monthly salary meetings and requisition processes.
• To ensure proper discussion and approval procedures before salary payments are processed.

Ms. Ralepelle informed members that while waiting for Mr. Clifford Legodi to complete his training, the current group would serve as the new communication platform for chiefs.

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4. Confirmation of Previous Minutes

Previous minutes dated: Not Available

☐ Adopted without corrections
☐ Adopted with corrections
☑ Not available

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5. Matters Arising

No.	Matter Arising	Discussion Summary	Status
1	Salary Payment Approval Process	Members discussed the need for meetings and minutes before salary releases can be approved.	Open
2	Monthly Salary Meetings	The meeting discussed establishing monthly meetings for salary discussions and approvals.	Open

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6. Reports Presented

6.1 Message from Treasurer Mrs. Mamabolo and Mr. Malatjie – Presented by Ms. Linah Ralepelle

Summary:

Ms. Linah Ralepelle read the message sent by Treasurer Mrs. Mamabolo from Mr. Malatjie regarding the salary payment process.

She explained that the purpose of the message was to ensure that chiefs formally discuss salary payments before salaries are released. She further stated that requisitions alone would no longer be sufficient without supporting discussions and approved meeting minutes.

Ms. Ralepelle emphasized that all chiefs are expected to participate in salary discussions and approvals to ensure accountability and transparency.

She further explained that departments must work together and discuss salary-related matters before submission to the Chief Operations Office.

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6.2 Discussion on Salary Meetings and Requisitions

Summary:

Ms. Patricia Tsebe asked what was required from the chiefs regarding the message.

Ms. Ralepelle responded that chiefs are required to sit together and hold discussions in addition to submitting requisitions. She emphasized that meeting discussions and minutes must explain and support all salary requests and approvals.

Ms. Ralepelle asked if there was anyone who could explain the matter further or in a better way.

Ms. Tsebe then asked whether discussions about salary increases would also be included since the organization had entered a new quarter.

Ms. Ralepelle responded that new requisitions could still be drafted and discussed before submission to Chief Operations. She explained that meeting minutes would provide full explanations and motivations regarding salary matters.

She further clarified that, apart from the Chief Development Department, any department could initiate discussions and requisitions because all departments would participate in the meetings.

Ms. Ralepelle then asked whether Ms. Tsebe understood the explanation provided.

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6.3 Monthly Salary Meeting Arrangements

Summary:

Ms. Tsebe asked whether these meetings would be held monthly and requested clarification on which day the meetings would take place.

Ms. Ralepelle replied that salary meetings would indeed be held monthly. She explained that recent changes were introduced on short notice and that requisitions are usually submitted on the 20th of each month.

She advised members that salary meetings should ideally take place before Human Capital payday processes begin to allow proper discussion and approval of requisitions.

Ms. Tsebe further asked whether there was an existing policy governing this process.

Ms. Ralepelle responded that there was currently no policy in place and stated that the team would wait for guidance from Mr. Clifford Legodi after completion of his training, should he have additional information or recommendations.

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6.4 Chairperson Guidance Request

Summary:

Ms. Tsakani Rikhotso requested the Chairperson to provide clarity and guidance regarding the purpose of the meeting.

She stated that her understanding of the meeting was that all chiefs must now sit together and formally discuss and approve salary releases before payments are processed.

Members agreed that meetings would improve communication, transparency, and accountability in salary processing matters.

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7. New Business

No.	New Item	Discussion Summary	Responsible Person	Deadline
1	Monthly Salary Meetings	Chiefs agreed that salary meetings should be conducted monthly before salary processing.	All Chiefs	Monthly
2	Salary Requisition Discussions	Salary requisitions must be supported by discussions and meeting minutes before submission.	All Departments	Ongoing

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8. Decisions & Resolutions

The following resolutions were made during the meeting:

• Salary requests must be discussed and approved during meetings before salaries are released.
• Meeting minutes will serve as supporting documentation for salary requisitions.
• Monthly salary meetings will be conducted moving forward.
• Requisitions should be discussed collectively by chiefs before submission to Chief Operations.
• The current communication group will serve as the official communication channel for chiefs until further notice.
• Guidance regarding policies and procedures will be requested from Mr. Clifford Legodi after completion of his training.

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9. Action Items

No.	Action Item	Responsible	Deadline	Status	Notes
1	Organize monthly salary meetings	All Chiefs	Monthly	Open	Meetings to occur before salary processing
2	Ensure meeting minutes support requisitions	Secretary	Ongoing	Open	Minutes to accompany requests
3	Seek guidance regarding salary policy	Mr. Clifford Legodi	After Training	Pending	Await further advice

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10. Announcements

Ms. Linah Ralepelle announced that the current group would continue serving as the official communication platform for chiefs while waiting for Mr. Clifford Legodi to complete his training.

Members were encouraged to communicate openly and ensure all salary matters are properly discussed and documented.

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11. Next Meeting

Date: 15 June 2026
Time: 08:40
Venue / Platform: Neftaly App

Proposed Agenda Items:

• Salary Requisition Discussions
• Salary Approval Process
• Policy Guidance and Updates
• Monthly Financial Planning

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12. Closure

The meeting was adjourned after all agenda items had been discussed.

Closing remarks were delivered by Ms. Linah Ralepelle, who thanked all members for participating and encouraged continued cooperation and accountability in salary processing matters.

My message shall end here

Linah Ralepelle | Neftaly Chief Development Officer | Neftaly