Governance

Governance in plain language

Non-profit character

The Foundation is carried on without pecuniary gain to its members, directors, officers or controllers. Any surplus or assets are applied solely to advance the objects. (Constitution §3.1)

Unpaid directors

Directors serve without remuneration. Only reasonable, pre-approved out-of-pocket expenses are reimbursed. (Bylaws 3.7)

The Board

Five to nine directors, three-year renewable terms, meeting at least quarterly, with a simple majority as quorum. (Constitution §5.1, Bylaws 3.1–3.2)

Conflicts of interest

Full disclosure, recusal from decision-making, a maintained Register of Interests, and related-party transactions only on independent, documented, non-conflicted approval. (Bylaws 3.4)

Banking controls

Accounts are held in the Foundation’s name at a regulated financial institution, with at least two authorised signatories above Board-set thresholds. (Bylaws 5.1)

Records

Accurate books of income, expenditure, assets, liabilities, donations, grants and programme outputs, kept for at least six years. (Bylaws 5.5)

Audit

Where gross annual income exceeds the statutory threshold, accounts are audited annually by a qualified auditor; otherwise the Board may commission an independent review. (Constitution §8.3)

Reporting

An annual report of activities and financial statements is prepared for stakeholders. (Constitution §8.4)

Dissolution

On dissolution, after debts and liabilities are settled, remaining assets transfer to one or more non-profit organisations with similar objects in Trinidad and Tobago. No member, director, officer or controller receives any part of the residual assets. (Constitution §10.2)

Financial year

1 January – 31 December

Officers

The Board elects a Chair, Vice-Chair, Secretary and Treasurer from among its members and may appoint standing committees.

Committees contemplated by the Bylaws

• Audit and Finance
• Programmes
• Fundraising
• Governance
• Technology
• Monitoring and Evaluation

Policy library

• Conflict of Interest Policy

  Disclosure, recusal, the Register of Interests and the handling of related-party transactions.

• Anti-Fraud and Anti-Corruption Policy

  Prevention, detection and reporting of fraud and corruption.

• Procurement Policy

  How goods and services are purchased, quoted and approved.

• Donations and Grants Policy

  Acceptance, refusal, recording and receipting of donations and grants, including AML/CFT controls.

• Safeguarding and Vulnerable Persons Policy

  Protection of children and vulnerable adults in every programme, including the code of conduct for volunteers and mentors.

• Data Protection and Confidentiality Policy

  How personal information, especially beneficiary information, is collected, stored, shared and retained.

• Volunteer and HR Policy

  Recruitment, screening, conduct and support of volunteers and any staff.

• Whistleblowing Policy

  How concerns are raised in confidence and how they are handled.

Governing documents →