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Alexsan Kopano - Facility Management Series - A Community Service centered approach to Facility Management.
Management and governance structures
These structures may vary according to the size and capacity of each facility. It will also be dependent on whether the facility is owned by a local authority or a non governmental organisation. The type of structure, number of trustees / member representatives and the manner in which they are appointed or elected, will have to be decided via community consultation and consultation with the ”parent” organisation before the facility is up and running.
This facility is run by a Board consisting of various stakeholder representatives such as facility users, local business, local government, a member of management and a representative from staff. The Board handles all duties from fund raising to the day to day running policies of the facility.

Complex Three Tiered Management Structure
This management structure consists of:
  • A board of trustees who are responsible for the management of Trust funds and broader corporate funding.  This board can consist of members of local business who have access or funding connections, your local government as a funding and input source, senior leaders within the community and ex-officio members of management such as a senior accounting and general management employee.
  • An executive committee with various sub-committees focusing on issues relating to the day to day functioning of the facility such as facility activities, administration, staff, etc. The members of the executive would ideally consist of a variety of role players in the community coming from a cross-section of interests such as the aged, youth, health, women, sports associations, disabled, etc. There could be representatives from your permanent tenants or casual facility users. The committee should have co-option powers in order to include persons where particular expertise are needed.
  • A Management team handles the day to day running of the facility. Being ”hands on” experts they also provide input to the committees they serve on. The management team is your full-time paid employees. In a small indoor facility there may be a manager, receptionist and cleaning staff.  In a larger facility the manager may supervise a security team, cleaners, reception and accounts. An outdoor facility may only require a general keeper. There could be project/cost facility managers, as in a multi- purpose resource facility that provide additional services such as a library, career guidance, counselling, computer training and youth services. 

Legal Governances Structures

In all cases it is advisable to get additional assistance from professionals to help you set up your particular structure. 

These structures offer options both to local government that would like to be more inclusive in their governance and to communities who own a facility in its entirety.  A partnership, therefore, with local government to assist with running costs. 

With an existing facility belonging to local government, current government legislation states that the fixed assets of the building /playing courts are retained as the property of local government and facility usage should remain within the general purpose for which it was originally built. Local government could retain responsibility for basic salaries, repairs and maintenance. 

Where a non-governmental organisation (NGO) owns a facility, a partnership with local government must be encouraged. This could be advantageous to local government if they have been saved the original expense of putting up the facility in a needy area. By forming a partnership with the NGO and allowing the NGO to continue to fund raise for special projects, they would be able to increase the capacity of the facility to serve the local community to best effect. Local government would then earn some seats on the new legal structure chosen because of their contribution. Examples of Legal Governance Structures:

Voluntary association 
A voluntary association is an association of persons who share a common objective. It can be social, humanitarian, educational, sporting, political, scientific or religious. The rights and obligations of the association ore regulated through its constitution and special resolutions. 

The formation of this association is the most simple of the three structures and is the least formal method of being constituted. It’s not monitored by a statutory authority, and not always acceptable to the institutional and corporate donor. A sports or cultural federation that attracts a particular group of people who share a common interest and who then e.g. pay membership fees towards the upkeep of their federation, can be classified as a voluntary association. The executive committee elected by the members manages the association within the guidelines of their constitution. 

A donor may decide to form a trust for a specific purpose. Donate cash or property to another person (trustee) via a trust to be administered for the benefit of beneficiaries. A bank may for example donate funds to the Sports Trust, that distributes these funds to a select group of beneficiaries /individuals, The Trust is registered with the Master of the Supreme Court who may impose strict financial control over the Trust and could monitor the activities of the Trust. There are rules on who may be a Trustee (person that sits on the executive committee of the Trust), ensuring the person is of good standing. 

Continue to Section 21 company or an association not for gain


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Page last updated: 05/04/2012 .

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