Notes For Briefing session for NPOs, Board Setup, Board Calendar, and Board Meeting Preparation.

Focus area on Policy 431

Compliance and Governance

• Emphasis on compliance with legal, ethical, and regulatory requirements for all partners, including the organization itself.
• Governance is a shared responsibility from the board to every member of the organization.
• The board committee owns this policy and its implementation spans the entire organizational structure.

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Roles and Responsibilities

• Key roles include:
  • Chief Operations Officer (COO)
  • Chief Finance Officer (CFO)
  • Chief Human Capital Officer (CHCO)
  • Chief Legal Officer
• These officers are responsible for strengthening and consistently applying the policy.
• Support teams: finance, compliance, legal, and governance.

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Legal and Regulatory Adherence

• Strong commitment to follow the laws of Ramako and all South African regulations.
• Governance activities and policy document approvals must follow strict legal management protocols.

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Leadership and Training

• Leadership is accountable for adherence to organizational rules and principles.
• Governance and compliance training sessions have been conducted.

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Community and Partnerships

• Cooperation with religious and non-practical organizations is acknowledged.
• Sister partners are supported to improve their governance frameworks.

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Additional Notes

• A draft structure has been initiated by the COO.
• There was a brief reference to prayer and community participation without detailed context.
• General focus: strong governance, ethical leadership, clear accountability.

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BOARD RESPONSIBILITIES – NOTES DRAFT

1. Board Responsibilities Overview

• Oversight role: governance, compliance, assurance, and policy sustainability.
• Ensuring alignment of all organizational policies with SayPro’s mission.
• Involvement in research, recruitment, promotion, implementation, and change management.

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2. Policy Development & Review

• Policies to be reviewed every 6 months or when necessary.
• Policies must be:
  • Clear
  • Up-to-date
  • Easily enforceable
• All updates to be documented in the SayPro App.

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3. Meetings and Decision-Making (Section 5.1)

• Frequency: Daily meetings during active projects.
• Agenda & Minutes:
  • Executive team prepares agenda.
  • Designated secretary records minutes and decisions.
• Decision-making:
  • Based on majority vote.
  • Chairperson casts deciding vote in case of a tie.
  • Must be in line with financial, ethical, and compliance standards.

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4. Approval and Submissions Process

• Any executive/department may submit proposals.
• A review committee checks each proposal before voting.
• All submissions require proper documentation.

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5. Reporting & Compliance

• Key reports:
  • Annual Governance Report
  • Annual Activity Report
• Documents must be prepared, submitted, and referenced at every board meeting.
• Royal Committee oversees implementation and governance tracking.

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6. Conflict of Interest

• All board members must declare any conflict of interest.
• Avoid personal biases; decisions must remain objective and transparent.

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7. Roles and Responsibilities Clarification

• CHCO to lead review of job descriptions and roles.
• Ensure alignment with organizational structure and role expectations.
• Finalized roles to be made accessible to everyone in black-and-white form.

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8. Templates, Documentation & Tools

• Use standard templates for:
  • Proposals
  • Meeting notes
  • Approvals
• Categories for documentation:
  • Development
  • Operations
  • Compliance
  • Governance
• FAQ section to be included, especially for Section 9 issues.

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9. Royal Community & External Attendance

• Meetings to expand to include Royal Community and government representatives.
• Pilot already underway with 103 policy communities.
• Goal: deeper participation and accountability.

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10. Final Implementation Points

• All approved items must be implemented and monitored.
• Follow-up reports are required to confirm implementation.
• Ongoing development of a complete Board File Package is in progress.

11. Marketing Team Strategic Role

• The Marketing Team is strategically positioned near numerous businesses, giving them access to valuable opportunities.
• They are encouraged to:
  • Approach local businesses for donations, support, and collaboration.
  • Initiate partnerships and build long-term relationships that benefit the organization and its mission.
  • Act as a bridge between the organization and the corporate/business sector to strengthen visibility and resource mobilization.

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12. Guiding Policies

There are four core policies that all organizational members and stakeholders must follow:

1. The Bible – for moral and ethical guidance.
2. Ramaphosa Policies– aligning with national leadership and governmental priorities.
3. The Mayor’s Policies – ensuring alignment with local government expectations.
4. SayPro Policies – the organization’s internal rules and governance framework.