ABOUT US
CODE OF CONDUCT
MISSION STATEMENT
CODE OF CONDUCT
COMMITTED TO;
INTEGRITY * TRANSPARENCY
* ACCOUNTABILITY
CONTENTS
1.
Preamble
2.
Organizational Integrity
3.
Governance
4.
Communication with the Public
5.
Finances
6.
Personnel and Management Practice
This Code of Conduct sets out standards
and requirements to which signatories to the Code are bound and against
which complaints and compliance is assessed.
1. Preamble
1.1 This Code of Conduct defines
standards of governance, management, financial control and reporting
with which The Trust should comply. It identifies mechanisms to ensure
accountability in the use of public monies, to maintain and enhance
standards thereby ensuring public confidence in the integrity of The
Trust and individuals involved in the organization.
1.2 Individuals who are signatories
to this code aim to build creative and trusting relationships with
sponsors and donors and to meet program standards which ;
1.3 The Trust is required to meet a
range of government legal obligations which are presumed in
this Code. These obligations may include
corporation laws, rules of incorporation of associations, fundraising
and charitable institutions legislation, privacy legislation, equal
employment opportunity principles, occupational health and safety
standards, anti - discrimination legislation, intellectual property and
copyright legislation and other codes of ethics.
2.
Organizational Integrity
2.1 In all of its activities and
particularly its communications to the public, the Trust will
accord due respect to the
dignity, values, history, religion and culture of the people with
whom it works consistent with
principles of basic human rights.
2.2 The Trust will be formed
voluntarily and be not-for-profit.
2.3 The Trust will oppose and not be
a willing party to wrongdoing, corruption, bribery or
other financial impropriety in
any of its activities. It shall take prompt and firm corrective action
whenever and wherever wrongdoing is found among its Governing Body, paid
staff, contractors, volunteers and Partner Organizations.
2.4 The Trust will have a policy to
enable staff confidentially to bring to the attention of the
Governing Body evidence of
misconduct on the part of anyone associated with the Trust.
2.5 The Trust will conduct itself in
ways that do not denigrate other agencies, or make misleading or false
public statements regarding other agencies.
2.6 Funds and other resources
designated for the purpose of aid and development will be used only for
those purposes and will not be used to promote a particular religious
adherence or to support a political party, or to promote a candidate or
organization affiliated to a political party.
3. Governance
3.1 The Trusts’ governing instrument
will be consistent with legislative requirements and set forth the
Trusts’ basic goals and purposes.
3.2 The Governing Body will approve
the annual budget and may delegate authority to staff or others but must
accept ultimate responsibility for governance over all aspects of the
Trust.
3.3 Members of the Governing Body,
paid staff and volunteers will make known to the Governing Body any
conflict of interest or any affiliation they might have with an actual
or potential supplier of goods and services, recipient of grant funds or
organization with competing or conflicting objectives. Members of the
Governing Body and paid staff will absent themselves from discussion and
abstain from voting or otherwise participating in the decision on any
issue in which there is a conflict of interest. Large or otherwise
inappropriate gifts to members of the Governing Body or staff for
personal use shall be forbidden.
3.4 The Governing Body will commit
the Trust to open and accurate disclosures of information concerning the
goals, programs, finance and governance. Due regard will be given to the
human rights and personal safety of staff, partners and aid recipients,
legal requirements regarding privacy and confidentiality, proprietary
information and personnel matters.
3.5 The Trust will hold an annual
general meeting of its members which meets the requirements of the
legislation under which the Trust is incorporated. The AGM will receive
the annual audited financial statements and appoint an independent
auditor for the subsequent year[s].
4. Communication
with the Public.
4.1 An Annual Report is to be
produced and made available to the organizations own members, supporters
and members of the public upon request.
4.2 Fundraising solicitations will be
truthful, will accurately describe the Trust’s identity, purpose,
programs and needs and will only make claims which the Trust can
fulfill. There will be no material omissions or exaggerations of fact,
no use of misleading photographs, nor any other communication which
would tend to create a false impression or misunderstanding.
4.3 In all fundraising activities
initiated by it, the Trust will have policies set up to protect donors’
rights to ;
-
remain anonymous ;
-
have their names deleted from mailing
lists ;
-
have their names deleted from mailing
lists the Trust intends to share ;
-
be informed whether those seeking
donations are volunteers, paid staff or agents of the Trust
-
be informed about the causes for which
the funds are being raised ;
-
get information on the application of
their donation ; and
-
be able to identify collectors and have
documentation confirming the bona fides of the Trust..
4.4 The Trust will be responsible for
all fundraising activities outsourced to a third party
and will put all such contracts and
agreements in writing.
5. Finances
5.1 The Trust will have internal
control procedures which minimize the risk of misuse of funds. Reporting
mechanisms which facilitate accountability to members, donors and the
general public will be used. The Trust will have adequate procedures for
the review and monitoring of income and expenditure. Loans to and
transactions with the Governing Body members shall be publicly
disclosed. Loans to staff shall be disclosed to the Governing Body.
5.2 Not withstanding any other legal
requirements, the Trust must publish with their annual report, financial
statements.
5.3 Code of Conduct Summary Financial
Reports and Full Financial Reports must be audited by at least a
qualified accountant who is a member of the Institute of Chartered
Accountants of South Africa. The auditor’s statement must accompany the
financial report in the Annual Report.
5.4 Donations shall be used as
promised or implied in fundraising appeals. When funding is invited from
the general public for a specific purpose, the Trust shall have a plan
for handling any excess and shall make this known as part of the appeal.
The Trust shall substantiate, upon request, that their application of
funds is in accordance with donor intent.
6. Personnel
and Management Practice
6.1 The Trust will seek to achieve
best practice in its personnel policies.
6.2 The Trust’s expectations of its
employees and volunteers professional conduct shall be clearly
communicated and consistent with the requirements of this Code of
Conduct.
6.3 The Trust will be committed to
continuous improvement in its management practice including the
provision of regular opportunities to employees for training and
professional development.
6.4 The Trust will have policies and
strategies to promote gender equity especially in senior positions in
the management and governance of the Trust.
