Draft policy
Governance, ethics & conflicts of interest
Clear authority, accountable leadership and decisions made in the Foundation’s interests.
For governing-body review. No effective date or adoption resolution has been recorded for this draft. Confirm responsible people, procedures and applicable requirements before implementation.
1. Purpose and scope
This draft applies to the governing body, office-bearers, staff, volunteers, advisers and anyone authorised to represent Nkwenkwezi Foundation. It is intended to support the founding document and applicable duties; it does not replace them.
2. Governing authority
The governing body should approve strategy, annual budgets, material commitments and delegated authority. Management should implement approved work and report against the agreed plan. Before adoption, confirm the Foundation’s legal form, governing-body composition, quorum, meeting schedule and reserved decisions against its founding document.
3. Decision-making and records
Keep an accurate register of office-bearers, a decision and resolution register, meeting minutes and a delegation schedule. Record who approved a decision, the information considered, any conditions and the person responsible for follow-up. Review programme, financial, safeguarding and reputational risks at scheduled meetings.
4. Conflicts of interest
Declare actual, potential or perceived conflicts when joining and whenever circumstances change. Record relevant financial, family and organisational relationships. A conflicted person should withdraw from the affected decision; the remaining authorised decision-makers should record how the conflict was handled. Gifts and hospitality must not influence selection, funding or procurement decisions.
5. Integrity and representation
Do not claim credentials, partnerships, tax benefits, outcomes or endorsements without current evidence and permission where necessary. Only authorised people may sign agreements or speak on behalf of the Foundation. No representative may use the Foundation’s position for private gain or party-political campaigning.
6. Oversight, review and adoption
The governing body should designate a policy custodian and review this policy annually, after a serious incident or after a material change. Adoption requires a recorded resolution, an effective date, confirmed delegations, an interests register and induction for affected people.
Reference framework
Prepared with reference to the Department of Social Development’s NPO Codes of Good Practice and the Information Regulator’s POPIA resources. Review against the Foundation’s circumstances and applicable requirements before adoption.