SayPro Human Capital Royal (Board) Committee Management Policies, Procedures, Processes, Templates, Documents, and Forms
Document Code: SayProP431
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 24 January 2025
Next Review Date: 24 June 2025, 6 months from today
1. Overview
The SayPro Human Capital Royal (Board) Committee Management Policy provides a framework for the governance, roles, responsibilities, and operational procedures of the SayPro Royal (Board) Committee. This policy ensures that SayPro’s governance structure aligns with best practices, fosters transparency, and supports effective decision-making at the highest level.
2. Objectives
- To define the roles and responsibilities of the SayPro Royal (Board) Committee.
- To establish governance processes that guide decision-making and accountability.
- To ensure alignment with SayPro’s strategic vision and corporate governance principles.
- To create a structured process for board meetings, approvals, and reporting.
- To maintain compliance with legal, ethical, and regulatory requirements.
3. Scope
This policy applies to:
- SayPro Royal (Board) Committee Members.
- SayPro Executives and Chief Officers.
- SayPro Governance, Finance, Compliance, and Legal Teams.
- All Board-related documents, approvals, and governance activities.
4. SayPro Royal (Board) Committee Governance Structure
4.1 Composition of the Board
The SayPro Royal (Board) Committee consists of the following members:
- SayPro Chairperson (Appointed by the Board).
- SayPro Vice-Chairperson (Supports the Chairperson’s duties).
- SayPro Chief Executive Officer (CEO) – Ex-officio member.
- SayPro Chief Financial Officer (CFO) – Oversees financial oversight.
- SayPro Chief Human Capital Officer (CHCO) – Manages HR governance.
- SayPro Chief Operations Officer (COO) – Ensures policy implementation.
- SayPro Treasurer – Manages financial records and reporting.
- SayPro Deputy Treasurer – Assists the Treasurer in financial oversight.
- SayPro Secretary – Maintains board documentation and records meeting minutes.
- SayPro Deputy Secretary – Supports the Secretary in administrative duties.
- SayPro Non-Executive Member 1 – Provides independent oversight and expertise.
- SayPro Non-Executive Member 2 – Ensures external accountability and governance best practices.
4.2 Board Responsibilities
The SayPro Royal (Board) Committee is responsible for:
- Strategic oversight of SayPro’s human capital policies, compliance, and risk management.
- Approving key decisions related to recruitment, promotions, compensation, and organizational changes.
- Ensuring financial accountability and monitoring resource allocation.
- Overseeing SayPro’s compliance with corporate governance and ethical standards.
- Reviewing and approving organizational policies to ensure alignment with SayPro’s mission.
5. Board Committee Processes
5.1 Board Meetings & Decision-Making
- Frequency: The SayPro Royal (Board) Committee meets quarterly or as needed.
- Agenda Preparation: The SayPro Chairperson, in consultation with the SayPro CEO, prepares the agenda.
- Minutes & Documentation: The SayPro Secretary records meeting minutes and decisions.
- Voting & Approvals: Decisions are made by majority vote, with the SayPro Chairperson having a deciding vote in case of a tie.
5.2 Board Approval Process
- Submission of Proposals: Any department or executive may submit a proposal for board review.
- Review & Deliberation: The relevant committee reviews the submission before it is presented to the board.
- Approval/Rejection: The board votes on whether to approve or reject the proposal.
- Implementation & Monitoring: Approved actions are assigned for execution and monitored for compliance.
5.3 Board Reporting & Compliance
- Annual Governance Report: The Board submits an annual report summarizing key decisions and outcomes.
- Policy Review: Governance policies are reviewed every six months for effectiveness.
- Conflict of Interest Declarations: Members must disclose any potential conflicts.
6. Roles & Responsibilities
6.1 SayPro Chairperson
- Leads board meetings and decision-making processes.
- Ensures alignment with SayPro’s governance principles.
- Represents the board in official matters.
6.2 SayPro Vice-Chairperson
- Assists the Chairperson and assumes duties in their absence.
- Supports policy implementation and oversight.
6.3 SayPro Chief Executive Officer (CEO)
- Provides strategic leadership and reports on SayPro’s progress.
- Ensures board decisions are effectively implemented.
6.4 SayPro Chief Financial Officer (CFO)
- Manages financial approvals and ensures budget compliance.
- Oversees financial risks and sustainability.
6.5 SayPro Chief Human Capital Officer (CHCO)
- Ensures board policies align with SayPro’s human capital strategy.
- Oversees recruitment, performance, and compliance matters.
6.6 SayPro Chief Operations Officer (COO)
- Implements operational strategies approved by the board.
- Monitors organizational performance.
6.7 SayPro Treasurer
- Manages financial reports, budgets, and accounting records.
- Ensures proper financial controls and reporting to the board.
6.8 SayPro Deputy Treasurer
- Assists the Treasurer in maintaining financial oversight.
- Takes on Treasurer’s duties when needed.
6.9 SayPro Secretary
- Records board meeting minutes and maintains official records.
- Ensures compliance with documentation requirements.
6.10 SayPro Deputy Secretary
- Supports the Secretary in administrative duties.
- Takes on Secretary’s role in their absence.
6.11 SayPro Non-Executive Member 1
- Provides independent guidance and external oversight.
- Ensures accountability and best governance practices.
6.12 SayPro Non-Executive Member 2
- Reviews policies and provides impartial decision-making.
- Contributes to governance and risk management processes.
7. Templates and Documents
- Board Meeting Agenda Template (SayProF431-01)
- Board Meeting Minutes Template (SayProF431-02)
- Board Resolution Template (SayProF431-03)
- Annual Governance Report Template (SayProF431-04)
- Conflict of Interest Declaration Form (SayProF431-05)
8. Compliance and Review
- SayPro’s Governance Committee ensures compliance with board policies.
- Violations of governance policies may result in corrective action or removal from the board.
- This policy is subject to review every six months to ensure it remains aligned with SayPro’s objectives.
9. FAQs
Q1: How often does the board meet?
A: The SayPro Royal (Board) Committee meets quarterly or as required.
Q2: Can board decisions be overturned?
A: Board decisions are final unless reviewed under special circumstances.
Q3: How are new board members appointed?
A: New members are appointed through a nomination and approval process led by the SayPro Chairperson and CEO.
Q4: What happens if a board member violates policy?
A: Violations may result in disciplinary actions, removal, or legal consequences depending on severity.
Q5: Who do I contact for board-related concerns?
A: Reach out to the SayPro Governance Office for inquiries and documentation.
Approved By:
Neftaly Malatjie
Chief Executive Officer
