SayProCDR – Feedback Report from GDSD 22 May 2025

Feedback Report
Visit Date: 22 May 2025
Organization Visited: Gauteng Department of Social Development (GDSD)
Purpose of Visit: Request for Recent Compliance Letter for Diepsloot Youth Project

Summary of Visit

On 22 May 2025, I visited the Gauteng Department of Social Development (GDSD) to request a recent compliance letter for the Diepsloot Youth Project. The compliance letter is required to ensure that the project remains in good standing with the department and to support ongoing funding and operational legitimacy.

Details of Interaction

During the meeting with the relevant GDSD officials, the following points were communicated:

1. Submission of Annual Financial Statements (AFS):
   GDSD informed me that to process the request for the recent compliance letter, the Diepsloot Youth Project must submit the Annual Financial Statements (AFS) for the financial year 2023/24. The AFS should be dated 31 October 2024. This document is essential as it verifies the financial standing and accountability of the project, which is a prerequisite for compliance certification.
2. Request to Change Financial Year End:
   I also requested a change of the financial year-end for the Diepsloot Youth Project from the current period to 31 March. The GDSD officials acknowledged the request but indicated that this change requires formal approval.
3. Requirements for Financial Year Change:
   To facilitate the requested change of the financial year-end, the department requested that the board of the Diepsloot Youth Project submit the following documents:
   • A new constitution reflecting the updated financial year-end.
   • The minutes of the board meeting where the decision to change the financial year-end was discussed and approved.
   • The register of board resolutions confirming the resolution to change the financial year-end.
   These documents will serve as formal evidence to support the application for the financial year amendment and ensure the department’s records are updated accordingly.

Recommendations and Next Steps

• Submission of 2023/24 Annual Financial Statements:
  The project should prioritize finalizing and submitting the AFS for the period ending 31 October 2024 to GDSD to obtain the compliance letter without further delays.
• Board Meeting and Documentation Preparation:
  The board must convene a meeting to formally approve the change of financial year-end to 31 March. Following this, the new constitution should be drafted or amended to reflect this change. The minutes of the meeting and a formal resolution should also be documented and signed.
• Submission of Required Documents:
  Once the documents are ready, they should be submitted together to GDSD for review and approval.

Conclusion

The visit to GDSD was productive in clarifying the requirements needed to obtain the compliance letter and to implement the requested change of financial year-end. It is clear that adherence to proper documentation and timely submission of financial statements are critical to maintaining compliance and good standing with GDSD.