Rules and Regulations of FRESH NEPAL

1.- The running and regulation of the Board Member.

Members of the Board Member (hereinafter “the Board”) are responsible of the recommendations, planning and strategy design of the organization. The main aim of the Board Member is to provide knowledge and support to the Management Team of the organization.

  1. The Board will consist of at least five members.
  2. The Board will meet at least twice a year with the physical attendance or by video conference of more than the 50% of the members of the Board.
  3. All members of the Board will attend physically or by video conference at least one meeting per year.
  4. Regarding the members of the Board, their names, profession, public positions and blood and affinity relationships with other members of the Board and with the management team of the organization will be public, as well as, the relations that exist among members of the Board and the suppliers and co-organizers of the activity. The curriculum vitae of the members of the Management Team will be public.
  5. Every member of the Board will not receive income of any kind, either from the organization in itself or from other linked entities.
  6. The members of the Board will be renewed regularly within a predetermined period of time.

2.- The clarity and publicity of the organization’s mission.

Programs, goals, mission and values have to be defined by the organization in order to reach accountability and transparency. All the activities will be published on the website and annual accounts will be available upon request.

  1. The mission is clearly defined; support orphan’s children in their day-to-day activities and needs and to provide them with tool to become independents citizens.
  2. All the activities that the organization carries out will aim at attaining the mission, so that the organization does not carry out activities that are not explicitly contemplated in its bylaws.
  3. The mission and values will be a public interest, known by all members and put into place by the organization and will be easily accessible to the general public.

3.- The planning and monitoring of the activities.

Our organization zoom out in planning and monitoring each activity in order to accomplish TRANSPARENCY and ACCOUNTABILITY, before our donors. This include quality assessment procedures, internal evaluation, external evaluation and as well as formal monitoring of the beneficiaries. The objective is to evaluate the impact of the project in kid’s life, as well as in their future.

  1. There will be a strategic or annual plan that encompasses the entire organization and which establishes quantifiable and qualitative objectives.
  2. The planning will be approved both by the Board and by donors.
  3. The programmes will have followed a specific line of action for a period of at least three years.
  4. The organization will have formally defined systems of control and of internal follow-up of the activity and of the beneficiaries. These will be approved by the Board.
  5. The organization will provide the information upon request needed to elaborate follow-up and final reports of the projects and these will be available to the donors.
  6. The organization will have a set of criteria and selection processes for its projects and counterparts approved by the Board.

4.- Communication and truthfulness of the information provided.

FRESH NEPAL has specific channels of communication with the public and its main goal is to disclose all the information about the organization on our own website with an embedded blog, Facebook, Twitter,  and Youtube. The aim is to provide as much information as possible about the activities and financial status of the organization. It is essential that our donors know how their funds are helping to accomplish the objectives of the organization.

  1. The advertising campaigns, the fundraising and the information given to the public will accurately reflect what the objectives and the reality of the organization are and will in no way be misleading.
  2. At least four times a year donors and collaborators will be informed of the activities of the organization.
  3. In order to carry out an efficient communication, the organization has an institutional e-mail address info@freshnepal.org and its own web page (www.freshnepal.org).
  4. The organization’s annual report and financial statements will be made available upon request. The annual report and the financial statements with its audit report will be available through the organization website.

"The mission is clearly defined: support orphan’s children in their day-to-day activities and needs and to provide them with tool to become independents citizens. "

− The Board

5.- Transparency of Funding.

The main goal is to explain to our donors how, what, for what purpose we are using the donations.  In order to fulfill with legislation concerning protection of private data provided by donors, we will not provide information to third parties. Sponsored kids and money fundraised will be published in our blog.

  1. The fundraising activities related to private and public donors, their cost and their annual takings (donations, memberships and other forms of collaboration) will be available to the public; however it will need always donors’ approval.
  2. The sources of finance, including details regarding the main contributors, both public and private, as well as the amounts contributed by the same will be available to the public.
  3. The allocation to each year’s activities of the funds obtained will be adequately documented and available to the public and published in our blog.
  4. Fresh Nepal will provide promotional material upon request to all the donors.
  5. Fresh Nepal will have a set of criteria and selection processes for companies and collaborating entities approved by the Governing Board.
  6. Agreements which include the logo of the entity surrender to companies and institutions will have to be formalized in writing.

6.- Plurality of Funding.

This principle requires the organization to have a diversified source of funding in order to guarantee its independence and continuity.

  1. FRESH NEPAL must diversify its finance including both public and private contributions.
  2. The organization will benefit from a variety of external funding which will guarantee the continuity of its activities.

7.- Control of spending of the funds.

When collaborating with an organization one of the first fear is a lack of management and spending of the funds due to a lack of knowledge. For this reason FRESH NEPAL counts on a follow up from an independent external accountant and a budget monitored on a monthly basis. A policy of approval expenses has been established and a member from outside of the organization needs to sign invoices. Board Members will contribute to the use of funds.
Furthermore, the organization has to prepare a plan of fundraising and estimate future income and expenses carry out in their activities. Both the budget and the Income and Expense Liquidation are documents, which have to reflect an organization’s real priorities.

  1. The classification of the operating expenses into the following categories: Fundraising, Programmes – Activities, Operation-Administration and Economic Activity, if any, will be available to the public. The allocation of funds broken down per project and line of activity will also be available to the public.
  2. A list of the main suppliers and co-organizers of the activity will be available on our blog. The organization will have a policy of approval of expenses, as well as criteria of selection of suppliers approved by the main donor.
  3. The organization will not accumulate excessive available funds in the last two years.
  4. The organization will present a balanced financial structure.
  5. Whenever possible, FRESH NEPAL will respect the donor’s wishes.

8.- Annual reporting and the compliance with legal requirement.

Under Nepali legislation, FRESH NEPAL is subject to numerous and thorough controls carried out by several institutions, including tax authorities, social security and relevant registry of charities.

  1. The organization will show proof of its fulfillment of its legal obligations in relation to the tax authorities, social security and relevant registry of charities.
  2. The organization will prepare the annual accounts according to general accounting plan for non-profit organizations, which will be approved by the Board and audited by an independent external auditor.

9.- Promotion of volunteering.

Volunteers are a main factor for the organization, since they bring knowledge and ideas, as well as help to create an international environment for the kids. For this reason, volunteers are involved in the daily activities of the organization, and they are encouraged to bring out their unique skills.
In order to respect kids rights and volunteers rights, a standard of rules and regulations have been established, which need to be read and signed before carrying out any volunteering activity. In addition, it is necessary to set up the activities and a training program to facilitate their participation within the organization.

  1. FRESH NEPAL will promote the participation of volunteers in its activities.
  2. FRESH NEPAL will define the activities, which may be carried out by volunteers. The document in which these activities are described will be available to the public.
  3. A training programme will be set up according to the activities designated to them and will be available to the volunteers.