# Nkwenkwezi Foundation
## Governance, ethics & conflicts of interest

Document: NKF-POL-01 | Version 1.0 | 29 September 2026
Status: Draft for governing-body review; not yet adopted.
Proposed approval authority: the Foundation’s governing body.
Effective date: to be recorded following formal adoption.
Review: annually and after material changes.

### 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

Department of Social Development, Codes of Good Practice for South African NPOs: https://www.dsd.gov.za/index.php/documents?catid=78&id=395&m=0&task=download.send
Information Regulator, POPIA resources: https://inforegulator.org.za/popia/

This is a proposed organisational framework. It must be checked against the Foundation’s circumstances before adoption; it is not legal certification.