Matendo — Policies

Contents

Policy 1

Matendo keeps a bank account in its own name. Every payment from it needs two authorised signatories.
Every sum received and every payment made is recorded in Matendo's books on the day, with a receipt or other evidence attached.
Cash handed to families or elders in the communities is acknowledged by the person receiving it, by signature or thumbprint, with a witness where possible.
Cash held is kept as low as the work allows, stored securely, and counted against the books at least once a month by the Treasurer. The Chairman checks and signs the monthly count.
Matendo's money is never lent to anyone, and never mixed with anyone's personal money.
The accounts are audited every year by a registered auditor, and a statement of money received and spent is published twice a year.

Policy 2

Buy what the work needs, at a fair price, from suppliers with no personal connection to the buyer where that can be avoided.
Purchases over TZS 500,000 need two written quotes; over TZS 2,000,000, three quotes. (proposed)
Any single purchase or contract over TZS 5,000,000 needs the board's approval beforehand. (proposed)
Anything bought that will last — tanks, pumps, equipment, phones, tools — goes into the asset register the day it arrives.

Policy 3

Anyone acting for Matendo tells the board, before any decision is taken, if they, their family or their business stand to gain from it.
That person takes no part in the decision, and the declaration is written in the minutes.
Board members receive no payment for serving on the board. Actual costs they incur for Matendo may be repaid under Policy 9.

Policy 4

Matendo does not tolerate abuse or exploitation of anyone it serves. Anyone who harms a child or a vulnerable adult is removed from Matendo's work at once and reported to the authorities.
Nobody working for Matendo is alone with a child out of sight of others.
Photographs of children are taken and published only with the agreement of a parent or the community elder, and never in a way that shames or exposes them.
Anyone who is worried about the safety of a child or a vulnerable adult tells the Chairman straight away. Where someone is in danger, the police or the district social welfare officer are told the same day.

Policy 5

Matendo collects only the personal information its work needs, and tells people why it is being collected.
Copies of NIDA cards, bank details and similar records are kept only in Matendo's private files, seen only by the board.
Names of individual people receiving help are never published.
Matendo registers with the Personal Data Protection Commission and follows the Personal Data Protection Act, 2022.

Policy 6

Everything Matendo owns is entered in the asset register, marked with its register number where it can be, and given to a named person to look after.
The register is checked against the items themselves once a year, before the audit.
Nothing is sold, given away or scrapped without the board's decision, and the disposal is recorded in the register, not deleted from it.
Loss or theft is reported to the Chairman at once, and to the police where appropriate.

Policy 7

Anyone who suspects money or property is being misused tells the Chairman, or the founder if the concern involves the Chairman.
No one is punished for raising a concern honestly, even if it turns out to be mistaken.
Every concern is looked into, the outcome recorded, and the police told where the law requires it.

Policy 8

Matendo works with each community's elders and leaders, and begins no project without the community's agreement.
Matendo respects the culture and traditions of the Hadzabe and the Maasai, except where a practice is against the law of Tanzania (section 31, NGOs Act).
Help is never conditional on anyone's religion, or on taking part in any religious activity.
Before starting work in any district, Matendo introduces itself to the district council.

Policy 9

Costs of travel and work for Matendo are repaid only against receipts, or at daily rates the board sets in writing.
Claims are made within one month and checked by someone other than the person claiming.

Adopted by the board of Matendo at its meeting held on the date below.

Date of meeting

Resolution number

Chairman — signature

Secretary — signature

Required by Regulation 14, NGOs (Amendments) Regulations 2018. Review: every year at the general assembly.