Author: cliffordlegodi

It’s time for the annual Zama Nguni celebration, and SayPro has come up with a novel way to send a message of comfort. The SayPro team has created a special message wristband that features an image of Zama Nguni along with some words of wisdom. It will help people understand the importance of celebrating this festival, while also conveying a message of love and peace.

This is your chance to make an impactful difference. Order today and spread kindness all around!

When you’re feeling a bit low, or just looking for an uplifting message to help get you through the day, SayPro has got you covered. Each of their messages is carefully crafted to reflect the unique culture and beliefs of the Zama Nguni people, and they’re guaranteed to bring a smile to your face every time you read them. Not only that, they also come in a variety of languages so that no matter what language you speak, you can feel connected to your community and loved ones.

Try saying ‘Hello’ to a new way of expressing yourself!

We all know that signifying is important in every culture. That’s why we have SayPro – a new range of communication products for Nguni people who live in the southern African region.

SayPro products are used to convey important messages and to ask for assistance. They are also great fun to own and use, as they provide a unique way to connect with other Zama Nguni. The SayPro team has been working hard to develop a wide range of products that will suit the needs of this community, so watch this space!

Zama nguni knows how it feels when they are unable to get comfortable while lying down. They understand the importance of making yourself feel comfortable before you can relax. With SayPro, that’s no more an issue!

This message is sure to make them smile and adopt SayPro as their favorite way to get comfy! The soft fabric is breathable and adds a touch of luxury to your nighttime routine. Its lightweight construction makes it easy to move around in, and the adjustable belt makes it perfect for any body type. You can even pair it up with pajamas for an extra layer of comfort.

Prefer something a bit more fun? Then why not treat yourself with Say Pro’s pop-up cushion? This soft cushion adapts to your body shape for extra comfort, and the heavy-duty material ensures that it’ll last for years. You can even get creative by changing up the colors or adding different patterns! It’s sure to be a hit at parties, sleepovers, or anytime you want some Zama Nguni company!

The feeling of being trapped in your own home is overwhelming, isn’t it? Zama Nguni is experiencing the same. She’s stuck at home because of a compulsive illness, but even during this phase, she misses her work and the people there. How can she stay connected with the team when she can’t leave the house? That’s why SayPro has come up with an ingenious idea to make her feel connected and involved.

This soft and cuddly plush toy comes dressed in a SayPro t-shirt, so you can instantly be transported to work where everyone knows your name! She’ll make you smile every time she rolls over for bedtime with its sweet sound. Plus, when you’re feeling down, just cuddle up with her and watch your stress melt away!

SayPro Meeting Agenda

Introduction

A board of directors is an executive committee that jointly supervises the activities of an organization, which can be either a for-profit or a non-profit organization such as a business, non-profit organization, or a government agency.

It is a requirement for all brands within SayPro to conduct quarterly board meetings to inform the board about the quarterly organizational performance.

1. APPOINT A MEETING ORGANIZER
2. The board must appoint a meeting organizer that will be responsible for setting up the meeting.
3. The person will be responsible for organizing the meeting and arranging all the logistics. In the case of SayPro, it can be an Administrator or a Secretary.

•  CREATE A MEETING SCHEDULE
• SayPro must create an annual board meeting schedule for boards that meet a set four times a year, quarterly, and circulate it a few months prior to year-end for comments.
• The board meets quarterly, each quarterly meeting will be within the same two-week window every year.
• The calendar will be circulated by the meeting organizer.

• HAVE A WELL-DEVELOPED AGENDA
• The agenda should be prepared and circulated for input at least two to three weeks before a board meeting.
• Circulating the draft agenda well in advance ensures that any operational items requiring board approval, including significant upcoming expenditures, make it onto the agenda and get the timely consideration they require.

SayPro will follow this Draft Agenda in conducting Quarterly Board Meeting

Agenda

1. Welcome & Purpose
2. Apologies
3. Quarterly Performance
4. Quarterly Expenditure report
5. Compliance
6. Q&A
7. Any other business of the day
8. Date for the next board meeting

•  APPOINT A RECORDING SECRETARY
• SayPro must appoint an individual for taking meeting minutes.
• The recording secretary should have, at minimum, basic knowledge of meeting minute best practices.
• The format of the meeting minutes should be consistent, and the language should be clear, concise, and accurate, as well as neutral in tone. In addition, the meeting minutes should be cleaned up and circulated for review as soon as possible after the meeting to ensure everyone has a fresh memory when they review them.
• The template minutes can include things like a section for listing the people in attendance, headings for the items to be discussed, and draft resolution language for decisions to be made.
• To further assist the recording secretary with taking minutes, the recording secretary should be provided a hard copy of the board meeting agenda with the draft resolution language under each item that requires board approval.

•  ENSURE PARTICIPANTS ARE PREPARED
• Board members must be informed and prepared to attend board meetings on time.
• Calendar invites must be circulated for the board to add the dates to their calendars
• Set reminders to remind board members regarding the board meeting
• Communicate any changes in advance to allow board members to plan their dates ahead

• APPOINT A MEETING CHAIR
• A chairperson must be appointed.
• This person will be responsible for conducting the board meeting while maintaining order and leading the meeting.
• Any speaker will be given a platform to speak by the chairperson
• The chairperson will be appointed by the board and this role can be rotated.
• A chairperson has to be someone with experience and knowledge in chairing formal meetings.

• create AN ACTION ITEM LIST
• In connection with the recording secretary’s preparation of the meeting minutes, they should also prepare a list of all action items arising out of the meeting.
• This list should include a short description of each action item, the responsible party, and the timeline for completion.
• The action item list from the last meeting can be reviewed at each subsequent meeting so that progress is actively monitored and tracked.
• Action lists will be reviewed at the following board meeting.

• LOGISTICal Arrangement

A final way to improve your meetings is to spend some time thinking about the logistics of the meeting beforehand. This includes considering:

• Timing (if your overall estimated time is more than a few hours,
• you may want to provide refreshments so that people don’t lose focus).
• Chargers (if your participants rely on electronic materials, you might need a power bar to make sure there are enough plugs in the room); 
• presentation requirements (if someone external is coming in, is there any connection?
• The size of the room and the number of seats available (if guests join the meeting, will there be enough room for everyone to sit?)
• Arrange transport for those that are traveling from long distances.

Evidence Required post board Meeting

• I need the following including the documents received.
• Board Meeting Minutes of the Meeting
• Attendance Register for physical participants
• Attendance Register for the Virtual Attendees
• Quarterly Report
• Pictures and Videos The picture must show the virtual attendees. Also, the records for the virtual attendees
• Agenda
• Meeting Invitation Link and Email for the invitation to all delegates or participants.
• Invitation (received in Word instead of PDF
• If not done this way. The event must be rescheduled as the evidence emailed to me does not present an AGM. I also did not receive the invitation.

INTRODUCTION:

A meeting policy describes the parameters for chairing meetings, format of meetings, agenda development, frequency, quorum, and attendance. This policy covers DIEPSLOOT YOUTH PROJECT DYP Board meetings, DIEPSLOOT YOUTH PROJECT DYP Division meetings and DIEPSLOOT YOUTH PROJECT DYP committee meetings.

PURPOSE:

A meeting policy can support effective meetings and encourage full participation. Effective meetings ensure the smooth governance and operation of DIEPSLOOT YOUTH PROJECT DYP. This policy establishes guidelines to ensure consistency and to enable all members of the meeting to fully participate. The usual purposes of meetings are to:

• Make decisions.
• Set policy.
• Solve problems.
• Provide operational oversight.
• Ensure accountability.

Definitions

Chair

The person who presides over the meeting and fulfills the duties as described below.

Consent Agenda

To maximize meeting time and to move business along, a consent agenda contains routine or uncontroversial matters that do not require discussion and can be voted/approved in one motion. Should a question arise about an item on the consent agenda a meeting participant may ask for this to be ‘lifted’ for discussion at the meeting. The item would then be added to the meeting agenda.

Private Meeting

While transparency is important for the work of any board, there may be times when a portion of the meeting is conducted in privacy or ‘in-camera’. The minutes and business of this portion is recorded and kept separately from the meeting minutes. Staff may be asked to leave the meeting during an in- camera(privacy) session. A motion must be presented to move the meeting in-camera, and out of camera.

Quorum

A majority is greater than 50% on any given Board shall form a quorum for the transaction of business. Quorum for Annual meetings of the members is defined in DIEPSLOOT YOUTH PROJECT DYP ‘s policy and procedure.

Rules of Order

Rules of Order ensure that DIEPSLOOT YOUTH PROJECT DYP’s meetings run effectively and fairly, ideas will be discussed and debated, and important business is documented. The level of formality in use of rules of order will be as per board’s authorization.

PROCEDURES

Chairing the meeting

The Chairperson of the DIEPSLOOT YOUTH PROJECT DYP shall preside over all meetings of the members of the Association, the Board of Directors, and the Executive Committee. During the absence or inability of the, these duties and powers may be exercised by the Vice-Chairperson. In the event the Chairperson and Vice-Chairperson are absent or unable to preside, the members of the body present, provided a quorum is present, may elect or appoint another to preside.

The Chairperson of a Division shall preside over all meetings of the members of the Division and the Council. During the absence or inability of the Chairperson of the division, these duties and powers may be exercised by the Vice-Chairperson (Chairperson-Elect) of the division. In the event the Chairperson and Vice-Chairperson are absent or unable to preside, the members of the body present, provided a quorum is present, may elect or appoint another to preside. DIEPSLOOT YOUTH PROJECT DYP committees and task forces have assigned chair positions as per their terms of reference.

During meetings, the chair should:

• Encourage participation by all board members.
• Allow time for all views and sides of an issue to be heard and discussed before a vote.
• Ensure members understand the discussions and terms of an issue by asking for clarification when necessary.
• Summarize discussions before voting or moving on to the next item.
• Keep the meeting on schedule by adhering to the agenda and keeping board members on topic.
• Manage conflicts that arise during the meeting.
• Ensure decisions are made clearly and explicitly (by vote or consensus) so that there is no room left for misunderstanding or misinterpretation.
• Read or call for motions, call for votes on an issue, ensure votes are counted and recorded in the minutes (if required).
• Ensure that the recorder of minutes reflects attendance, motions, and votes.

Here are the essential rules of order DIEPSLOOT YOUTH PROJECT DYP Board and Committee meetings follow:

• Obtaining ‘the floor’:  the chair will acknowledge committee members who raise their hand to participate. This process is helpful and orderly when multiple members wish to comment on an item. All members of the meeting should have the opportunity to comment before the discussion closes.
• Motions: Motions ensure that any business or actions that are important are put forth for discussion and decision and are recorded in the minutes. A Motion requires a mover and seconder. Moving and seconding a motion puts the business on the table for discussion. This does not mean the mover/seconder are endorsing the item.
• Vote on a motion: After debate/discussion usually a show of hands for yes/no or a statement of abstention at which point the motion is carried or defeated.

Agenda

Effective agenda development ensures committee members understand the process for the development of, and have an opportunity to have input into, the agenda.

• It is the responsibility of the DIEPSLOOT YOUTH PROJECT DYP Chairperson with support from the Executive Director, to develop the agenda for board meetings. This includes requesting board members to submit any items in advance.
• For DIEPSLOOT YOUTH PROJECT DYP divisions and committees, it is the responsibility of the chair to develop the agenda in consultation with committee members.
• A board, council or committee member who wishes to add an item to the agenda or to be provided with additional information should contact the chair in advance or may put forth an item at the time of the meeting.
• Agendas are to be provided no less than 10 days before a meeting to the board, council, or committee members.
• The chair will advise on if an item should be discussed as part of the agenda, or to be provided in advance as a consent agenda item.

Annual General Meeting Agenda

At minimum, the following items should be presented at the DIEPSLOOT YOUTH PROJECT DYP AGM:

• Presentation of an annual report of the board of directors
• Incoming Chairperson remarks 
• Presentation of the financial statements of the past fiscal year
• Appointment of auditor for the next fiscal year
• Amendments, changes, or additions to the organization’s bylaws

Posting Meeting Materials

DIEPSLOOT YOUTH PROJECT DYP Board, Council and Committees:

Materials can be posted to the DIEPSLOOT YOUTH PROJECT DYP Community in the designated forum. Forums are restricted to the members of the board, councils, and committees.

• Board materials are to be posted a minimum of 10 days in advance of the board meeting.
• The board will be notified of any materials submitted after this time.

AGM’s

DIEPSLOOT YOUTH PROJECT DYP and Divisional AGM materials are to be posted to the DIEPSLOOT YOUTH PROJECT DYP web site a minimum of 7 days in advance of the meeting.

Minutes

Minutes reflect the intent of an action item without providing all the discussion details.

Minutes are legal documents of the DIEPSLOOT YOUTH PROJECT DYP and should be recorded in a manner to be read in the future and by people who may not have been present at the meeting.

While it’s important that all motions, decisions, and action items are recorded, it’s equally important that there be some context to how the decisions were made.

Minutes of board meetings shall be recorded and maintained by the Secretary (the Executive Directors.

• Minutes of DIEPSLOOT YOUTH PROJECT DYP divisions and committees shall be recorded and maintained by the secretary of that committee.
• Minutes are available to DIEPSLOOT YOUTH PROJECT DYP members upon request.

At a minimum, minutes need to include:

• The date and location of the meeting
• Members who were present for voting
• Motions put forth, the mover and seconder.
• Amendments to motions
• The outcome of the motion (carried or not) and may include upon demand, record of the vote including dissenters and those who voted in abstention or by proxy.

Frequency and Location

• DIEPSLOOT YOUTH PROJECT DYP publishes a calendar of meetings annually by January 2. The calendar includes all board meetings, divisional council meetings, the DIEPSLOOT YOUTH PROJECT DYP and Divisional Annual General Meetings, and Super Conference Planning Meetings. All remaining committee meetings are to be scheduled with a minimum of one month’s notice.
• The board of directors shall meet at the DIEPSLOOT YOUTH PROJECT DYP office for quarterly full day meetings, or at such other location the board of directors may determine and pending budget constraints. The option to participate virtually in these meetings is at the discretion of the DIEPSLOOT YOUTH PROJECT DYP Chairperson or designated Chair. It is at the discretion of the DIEPSLOOT YOUTH PROJECT DYP Chairperson to schedule additional meetings.
• Other DIEPSLOOT YOUTH PROJECT DYP meetings may be held virtually or in person and are planned as part of the budget process. Travel and accommodation expenses are only available for preapproved in person meetings 4 hours or more in duration.
• At the discretion of the chair, committee meetings may be held partially or completely virtually and must be organized so that all participants can communicate with each other adequately and simultaneously. Persons participating virtually are deemed to have attended that meeting.

Participation and Attendance

• Attendance at DIEPSLOOT YOUTH PROJECT DYP Board, Division and Committee Meetings is limited to the members of the board and committees including any designated ex-officio participants. It is at the discretion of the board, division, and committees to invite guests, observers and presenters to attend and is subject to budget restrictions.
• Members and interested parties are welcome to contact the Chairperson or the committee chair to make a request or bring forth an issue for discussion at a meeting prior to the preparation of the agenda.
• A quorum must be established to conduct business.

In-Camera(Private)

A motion is required to move into and to rise from a closed, or in-camera session to discuss confidential or sensitive items. This usually includes.

o Assessing, rewarding, or disciplining individuals.

• Dealings and discussions with other entities or persons where the information being discussed may compromise the relationship of the association with them or its relationship with its stakeholders.
  • Human resources issues.
  • Matters relating to civil or criminal proceedings; o Personal health information related to an individual.
  • Financial, personal, contractual and/or other matters for which a decision must be made in which premature disclosure will be prejudicial; and
  • Deliberations to decide whether a matter warrant being dealt with in a closed session of the board.
• All matters brought before a closed session remains confidential until they are moved by the board, division, or committee to an open session; a resolution should be passed with respect to those items that are to be moved to an open session.
• During a closed session, all persons who are not meeting members shall be excluded from the meeting unless otherwise approved by the chair.
• A separate agenda shall be prepared for closed sessions indicating the items to be considered during the session. The agenda and any supporting materials shall be clearly marked confidential and shall be handled and secured in a manner that respects the nature of the material.
• Voting during a closed session shall take place according to the regular provisions governing meetings.
• Minutes of closed sessions shall be recorded and shall be marked confidential and shall be secured in a manner that respects the nature of the material.
• Minutes of a closed session shall be presented for approval at a subsequent closed session.

DIEPSLOOT YOUTH PROJECT DYP Board Meetings without Management

• The board shall meet without management from time to time, as determined by the Chairperson, for the purpose of evaluating the board’s relationship with management, as well as its oversight of, and the quality of, information provided by management.
• Such meetings shall not be meetings of the board but rather will be information meetings only.
• The Chairperson shall immediately communicate with the Executive Director any relevant matters raised during the meeting.

DIEPSLOOT YOUTH PROJECT DYP Staff Support for DIEPSLOOT YOUTH PROJECT DYP Meetings

Staff can assist with:

• Scheduling meetings
• Arranging teleconference access
• Booking meeting space
• Booking travel and hotel arrangements
• Arranging for catering

Unless otherwise indicated, staff is not responsible for creating agendas, developing meeting documents, or taking minutes.

Introduction

Diepsloot Youth Project would invite potential board members to apply for Board Members Position.

Available Positions Available

1. Chairperson
2. Deputy Chairperson
3. Secretary
4. Treasure
5. Additional Member
6. Additional Member

Assumed qualifications and skills to be in place when you apply

• At least 5 years of experience in Cooperate Governance
• Financial background
• Project Management
• Fundraising experience
• Secretarial Skills
• A broad view of company management
• Growing and scaling the business
• Strategic thinking
• Problem-solving
• Understanding of independent director & governance best practices
• Good understanding of financial statements
• Operations Experience
• Change management
• Innovation

Board Members Roles and Responsibilities

• Establishing a clear organizational mission
• Forming the strategic plan to accomplish the mission
• Overseeing and evaluating the plan’s success
• Providing general support to the executive director and the president
• Functioning as an incubator and feedback mechanism for board, committee, and member proposals
• Establishing and maintaining a board culture that is open, inclusive, and promotes generative thinking
• Hiring a competent executive director
• Reviewing and updating the executive director succession plan
• Providing adequate supervision to the executive director 
• Attending board meeting
• Providing a strategic overview of the organization
• Hold management and staff accountable
• Ensure compliance through policies and procedures
• Fundraise and direct resources to the organization

The board and management

• The manager or executive director works to ensure the financial solvency of the DYP, and interprets and represents the DYP to the community, in line with the system of policies and procedures for staff management. 
• The board will accomplish its functions through regular meetings and by establishing and supporting a member committee structure that is appropriate to DYP. 
• The board will make decisions as a group, and work virtually year-round via several standing board committees. 
• The board periodically conducts a self-evaluation and regularly reviews its own composition to ensure diversity, constituent representation, board expertise, and commitment.  

About Diepsloot Youth Project

Diepsloot Youth Arts and Culture Project is a youth development non-profit organization founded in 2005 to empower communities through upskilling them to recognize and use the opportunities that are around them.  Our mission is to promote inclusive economic empowerment and health care services for unemployed and unskilled young people through our ICT-based Work and Life Skills and Opportunity Placement model.

And vulnerable young people aged 15-35 years old.

• Life Skills: Diepsloot Youth Arts and Culture Project understands that beneficiaries are coming from high school and have never found employment. Our soft skills enable Recipients to understand themselves and their families. The program includes Arts, Culture and Heritage, Financial Management, Leadership Development, Work readiness, Personal development, and Self Esteem.
• Technology: Diepsloot Youth Arts and Culture Project through its innovation hubs and development centers provides Technology Capacity Support, Digital Skills, Arts,
  Graphics, Coding, and Programming activities that prepare unemployed Youth and Women for the fourth industrial revolution.
• Education: Diepsloot Youth Arts and Culture Project works with Secondary Schools, Technical Vocational Education, and Training TVET Colleges by providing the learner
  educational and psychosocial support, teacher, and lecture development to retain and keep learners Youth, and Women in schools and TVET Colleges.
• Health: Diepsloot Youth Arts and Culture Project understands that Technology and Education cannot be achieved if our Youth and Women are not mentally and physically well Diepsloot Youth Arts and Culture Project provides health support to the Youth and Women through delivering HIV/AIDS, Gender-Based Violence, Human Rights, Sexual Reproductive and Psychosocial Support to ensure that unemployed Youth and Women Performs well in Technology, Education, and Employment.
• Employment: Diepsloot Youth Arts and Culture Project links unemployed Youth and Women to opportunities as an exit strategy. This includes leadership and internships,
  apprenticeships, bursaries, further education, temporary and permanent employment, or job opportunities.