SayPro Board Nomination Procedure

Document Code: SayProP109
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [03/04/2025]
Next Review Date: [03 July 2024]

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1. Overview

The SayPro Board Nomination Procedure outlines the process for nominating individuals to serve on the SayPro Board of Directors. This procedure ensures that nominations are made in a transparent, fair, and structured manner, contributing to SayPro’s governance and strategic vision. It is designed to identify individuals with the appropriate skills, experience, and qualifications to drive SayPro forward.

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2. Objectives

• To define the nomination process for SayPro Board Directors.
• To ensure that nominated individuals align with SayPro’s corporate governance and strategic goals.
• To provide a structured framework for evaluating and selecting candidates for Board positions.
• To promote diversity and inclusion on the SayPro Board.

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3. Scope

This procedure applies to:

• SayPro Board of Directors and Nomination Committee.
• Prospective candidates for the SayPro Board.
• Human Capital and Governance Teams involved in the nomination and approval process.

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4. Nomination Process

4.1 Initiation of the Nomination Process

• Start of Nomination Cycle: The Nomination Committee will announce the initiation of the nomination process at least six months before the Annual General Meeting (AGM).
• Internal & External Nomination Sources: Nominations can be made internally by existing Board Members, the CEO, or externally by recognized stakeholders, industry leaders, or through public calls for nominations.

4.2 Criteria for Nominations

Candidates for the SayPro Board should possess the following qualities:

• Relevant experience in corporate governance, finance, operations, or relevant industry sectors.
• Leadership capabilities and a proven track record in decision-making.
• Strategic thinking skills with an ability to contribute to SayPro’s long-term objectives.
• Diversity of thought, including a range of perspectives and backgrounds to enhance Board dynamics.
• A commitment to SayPro’s values and ethical standards.

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4.3 Nomination Submission

• Nomination Forms: All candidates must submit a completed Board Nomination Form (SayProF109-01) and provide a comprehensive resume.
• Supporting Documents: Candidates should include references, a statement of interest, and any relevant documentation (such as certifications or board memberships).

4.4 Evaluation of Candidates

The Nomination Committee will evaluate all nominations based on the following:

• Qualifications & Expertise: Relevance of the candidate’s professional background.
• Fit with Board Composition: Ensuring diversity and balancing existing skill gaps within the Board.
• Interview Process: Shortlisted candidates may be invited for an interview with the Nomination Committee to assess their alignment with SayPro’s strategic needs.

4.5 Shortlisting and Recommendation

• After reviewing the candidates, the Nomination Committee will prepare a shortlist and present it to the Board for approval.
• Board Vote: The Board will vote on the nominees, and those who receive a majority vote will be formally nominated for election at the AGM.

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5. Nomination Committee Roles & Responsibilities

The Nomination Committee is responsible for overseeing the nomination process and ensuring fairness. Its responsibilities include:

• Evaluating Nominees: Assessing candidates based on established criteria and presenting a shortlist to the Board.
• Conducting Interviews: Facilitating interviews with potential candidates, when necessary.
• Maintaining Transparency: Ensuring that the process is transparent, and all nominees are given an equal opportunity.
• Advising on Board Composition: Ensuring that the Board maintains an appropriate balance of skills, experience, and diversity.

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6. Roles & Responsibilities

6.1 SayPro Chief Executive Officer (CEO)

• Supports the Nomination Committee in identifying strategic needs for Board composition.
• Acts as a liaison between the Nomination Committee and the Board of Directors.

6.2 SayPro Chief Human Capital Officer (CHCO)

• Facilitates the administrative aspects of the nomination process, ensuring compliance with the nomination forms and documentation.
• Assists in the preparation of reports for the Nomination Committee.

6.3 SayPro Nomination Committee Members

• Conducts the review and evaluation of candidates.
• Coordinates the interviews and final shortlisting of candidates.

6.4 Prospective Board Members

• Submit the Nomination Form and relevant documentation.
• Participate in the interview process, if shortlisted.

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7. Templates and Documents

• Board Nomination Form (SayProF109-01)
• Nominee Evaluation Form (SayProF109-02)
• Interview Assessment Template (SayProF109-03)
• Board Recommendation Report (SayProF109-04)

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8. Compliance and Review

• The Nomination Committee ensures compliance with all corporate governance and regulatory standards during the nomination process.
• The Board reviews this procedure annually to ensure that it remains relevant and aligned with best practices.

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9. FAQs

Q1: Who can nominate candidates for the SayPro Board?

A: Nominations can be made by existing Board Members, the CEO, and external stakeholders, including industry leaders and the public.

Q2: What is the timeline for the nomination process?

A: The nomination process typically starts six months before the Annual General Meeting (AGM) and concludes with the final election of nominees.

Q3: Can current Board Members nominate themselves?

A: Yes, current Board Members can nominate themselves, but they must still undergo the full evaluation process as per this procedure.

Q4: How are nominees assessed?

A: Nominees are assessed based on their qualifications, fit with the current Board composition, and their alignment with SayPro’s strategic objectives.

Q5: What happens if a nominee is not approved by the Board?

A: If a nominee is not approved, the Nomination Committee will continue the search for qualified candidates and repeat the process if necessary.

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Approved By:
Neftaly Malatjie
Chief Executive Officer