Membership terms

1. Parties, purpose and governing documents

This membership record concerns the person identified above and Hashtag FC Stokvel, administered through hashtagfamily.co.za. Membership supports collective funeral assistance, responsible savings and transparent administration.

The approved Constitution, Version 1.2, adopted on 30 September 2026 and effective from 1 October 2026, governs membership together with properly approved and recorded amendments. This summary explains the current administrative arrangements and does not amend the constitution.

2. Membership application and approval

The member must provide accurate application information, accept the applicable constitution and privacy declaration, select a benefit option and comply with the contribution requirements. Online and assisted applications are assessed through the official membership records.

A registered profile or permanent membership number is not committee approval. The current approval status is shown in the committee record below. The permanent number remains attached to the member and must be used as the contribution reference.

3. Selected benefit option and changes

Each member must choose Pot 1 or Pot 2 during registration or the introduction of the benefit options. No option is assigned by default.

Pot 1 is R75 per month for a R5,000 Stokvel benefit. Pot 2 is R150 per month for a R7,500 Stokvel benefit. A saved choice cannot be changed directly by the member. A change may be requested through the official process and requires an authorised committee decision; the option and its recorded change history must be retained.

The Pot 1 allocation is R50 to Stokvel savings and R25 towards the applicable funeral-policy arrangement. The constitution requires the Executive Committee to determine and record the Pot 2 allocation. The portal currently calculates R125 savings and R25 funeral allocation for Pot 2; those figures must be read with the approved committee financial arrangements, not as a new constitutional allocation.

4. Payment deadline, instructions and proof

The selected monthly contribution is due on or before day 10 of each month. A payment after the deadline attracts the additional R25.00 late-payment fine under the constitution. Use the permanent membership number and identify the contribution month.

Follow the committee’s current published payment instructions. Under the announced interim arrangement, payments continue directly to Ontlametse Leepile until the outstanding service assistance is settled and the committee publishes the official Nedbank Stokvel account instructions. This paragraph records the interim collection instruction; it does not replace the constitution’s official-account and fund-accountability requirements.

Each member is responsible for submitting a clear payment receipt or proof through the member portal, including the amount, actual payment date, reference and correct contribution month. Members requiring help may use the offline membership support process. A proof marked Pending is awaiting review; a rejected proof requires correction or committee clarification.

5. Verification, statements and recorded balances

The committee verifies payment evidence and records the amount actually received. Only verified, recorded amounts reduce the balance displayed against the relevant monthly charge. A submitted proof amount is not automatically treated as money received.

The member statement shows recorded monthly charges, verified amounts, outstanding balances, recorded late charges and carry-over credit. Monthly charges preserve the recorded pot and rate. An excess verified payment is applied to the current recorded charge and the remaining credit carries forward to later recorded monthly charges for the same membership. Corrections or rejected receipts recalculate that credit. Where a future charge has not yet been recorded, the next amount due is an estimate based on the current benefit option and excludes any future late charge.

The new charge register does not reconstruct unrecorded historical obligations. An absent historical charge is not proof that no contribution was due. Likewise, a statement balance is an administrative record that may require correction against bank evidence and the Treasurer’s records.

6. Waiting period and immediate-family exception

Newly registered members are subject to a four-month Stokvel waiting period under either benefit option. The portal applies the new waiting indicator to registrations from the constitution’s effective date, while the committee verifies existing-member and founding-member records.

Section 7 provides an exception where a new member loses a mother, father, spouse, child or biological sibling. The committee must verify the relationship and the claim documentation before approving the applicable benefit. The portal waiting indicator is not a final eligibility decision. Any insurer waiting period remains separate.

7. Elected family members and beneficiaries

The constitution provides for nine elected family members or dependants in the official register. The portal allows the main application to be submitted before those records are completed, and allows them to be added separately. This staged process does not remove the responsibility to complete and maintain the family register required by the constitution.

The portal also records a spouse or partner and a nominated beneficiary where applicable. New or updated dependant records require a date of birth; their ID or passport field may be left blank. The committee may still require identity or relationship evidence when assessing a claim. A family-record change must be recorded before a claim arises in respect of a substituted dependant, as required by Section 9.

A family listing is an administrative record and does not itself enrol that person in a provider insurance policy. The current saved family particulars appear below.

8. Funeral assistance, claims and deductions

Notify the committee promptly of a death and supply reasonable evidence of the death, identity, relationship, registered dependant where applicable, funeral arrangements and the authorised recipient. The committee checks the selected option, contribution status, applicable waiting rule, supporting evidence and any deductions.

Under Section 12, properly owed contributions, late-payment fines and other established amounts may be deducted from the applicable Stokvel benefit. The Treasurer must determine the gross benefit, authorised deductions and net amount payable. A portal estimate is not final claim approval.

Where reasonably possible after verification and receipt of all required documentation, Section 31 provides for payment or availability at least two days before the funeral. For a Saturday funeral the ordinary target is Thursday before 12 noon. If circumstances beyond the Stokvel’s reasonable control delay payment, the committee must communicate the reason and expected date.

9. Separate funeral-policy arrangement

Any funeral-policy benefit is separate from Stokvel assistance. The intended main-member funeral allocation does not establish cover by itself. Cover, exclusions, waiting periods, insured persons and provider payments depend on the provider’s written acceptance and issued policy terms.

A spouse, dependant or beneficiary recorded in the portal is not automatically an insured person. A displayed provider reference amount, payment receipt or membership card must not be treated as a guaranteed insurer benefit.

10. Good standing, arrears and fair review

Good standing requires compliance with contribution requirements, applicable fines, the constitution and legitimate Stokvel decisions. The Treasurer maintains the contribution and arrears records, and the member should promptly query an incorrect balance.

Reminders and missing-proof indicators do not automatically change membership status. The committee may record a Lapsed status or take suspension or termination action following review and the fair process required by Section 29. A Lapsed member retains the account and member number and may submit outstanding proof; restoration to Active requires a recorded committee decision.

Internal membership status does not, by itself, determine suspension or restoration of any separate provider policy.

11. Member rights and financial accountability

Members in good standing may participate in meetings and discussions, exercise their voting rights, receive benefits under the constitution and request reasonable information about the Stokvel’s finances. Members must act respectfully and protect the collective interests of the Stokvel.

The Treasurer records contributions, fines, authorised expenditure and assistance payments and reports the financial position. Pot reports and bank reconciliations distinguish recorded receipts from expectations. Expenses, payouts and reversals must retain appropriate references and an audit trail. Stokvel funds must not be used for personal purposes.

12. Communication and assisted access

Keep contact information current and review member-portal notices. The system may create private contribution reminders and attempt matching emails. A pending proof is withheld from the new balance-reminder selection while review is outstanding. An email accepted by the hosting service is not proof of inbox delivery.

Members needing help with online processes may contact the Member Support and Offline Membership Coordinator, Tshepiso Nthibogelang, through the committee’s published channels. Assistance must be captured through the official recordkeeping process.

13. Accuracy, privacy and evidence

The member must supply accurate personal, family and payment information and notify the committee of relevant changes. The Stokvel uses the information for membership administration, contributions, assistance claims, communication, fraud prevention, complaints and accountable records, as explained in the published privacy notice.

Access is restricted to authorised users. Possible matching family records require review and are not proof of fraud or eligibility. Personal credentials and verification codes must not be shared. The member may request correction of inaccurate records through the committee.

14. Complaints, resignation and constitutional restrictions

Raise a concern or disputed record with the Executive Committee first. Section 35 provides for referral to a meeting of members when the dispute remains unresolved, with fair and respectful treatment of the parties.

Resignation must be notified to the Executive Committee and outstanding obligations determined. Sections 27 and 28 provide that voluntary withdrawal does not create a right to reclaim contributions properly made.

Section 11 contains additional cancellation restrictions after all nine registered dependants have died: a five-year period from the last claim concerning the final dependant where all nine die within two years; otherwise a one-year period from payment of the final applicable funeral claim. It also allows registration of new eligible dependants. Refer to the full provision for the applicable continuing obligations; this summary does not create a new restriction.

15. Amendments and acceptance record

Constitutional amendments require the member approval, voting and recordkeeping process in Section 34. A change to this summary, software layout or reporting feature does not by itself amend the constitution or prove fresh acceptance by a member.

The constitution recognises electronic acceptance through the official registration process. The declarations below show only what the existing application record holds. This generated current summary is not a frozen copy of the original terms accepted on the submission date. Retain the applicable historical documents and any separately signed original used for assisted registration.