3. The Ride
1. What does Lapeng mean to you?
2. The new Project Plan
a) Forming a new board
» The Audit Report
b) Reviving & expanding Lapeng’s network
» Lapeng’s 15th Anniversary Celebration
» Lapeng’s Ambassador Program
3. Action Plan
02.08.2012 3
4. 1) What does Lapeng mean
to you?
“A constant reminder of what is
important in life”
“Smiling, happy children”
“To me Lapeng means hope. It's a safe place where children have
the opportunity to learn, grow, and feel the warmth of others
around them.
Lapeng also means perseverance. It's an example of
dedication, hard work, and always pushing ahead, no matter
what.
This small, but very bright light illuminates Joubert Park and
provides real inspiration for the surrounding community.”
“A safe haven, where each and every child is
cared about and taught, and provided with a
02.08.2012 “Infinite passion” future” 4
5. Stakeholder Analysis
Current
Parents
Due to our findings, the project scope
Staff Board
changed from marketing & fundraising
activities to auditing, networking &
External
communication. Network
Funders
& Potential Children
Past Board
Funders
Member
02.08.2012 5
6. 2) The New Project Plan
Goal: Rebuild Lapeng as an organization:
a) Forming a new board
b) Reviving & expanding Lapeng’s network
The New Deliverables:
For a): report with findings & board forming
recommendations, definition of responsibilities,
creation of internal constitution
For b): organization of event with old & new partners:
friends, volunteers, funders, potential board members
02.08.2012 6
7. a) Forming a new Board –
The Audit Report
How can Lapeng be brought back into shape?
-> what has happened, what is the current state,
and what should happen next?
Analysis of:
Financials, HR, Administration, Maintenance
& Governance
Prioritized Action Plan
Next Steps:
Define ownership of actions
Define deadlines
02.08.2012 7
8. Financials
Recommendations
• Completing financial reporting for each year by July (of the
following year)
• Meeting with D’bete Financials on a monthly basis
• Having financials audited by an external firm
• Using an accounting software for the financial reporting
• Considering donations in kinds and grants in income &
expenses
• Stating all salaries in the bank statements
• Paying all salaries via bank transfer
• Declaring and paying employee taxes on a monthly basis
• Opening a savings account for Lapeng
• Encouraging staff to use cash boxes & cash machines
02.08.2012 8
9. Financials
Recommendations
Ideas to increase financial income
• Identifying more resources and services which
can be charged to generate sustainable income
• Increasing marketing of rentable space
• Continuing implementing recycling project with
the Greenhouse
• Following up with organizations to set up
collection boxes
02.08.2012 9
10. Monthly income and expenses
- actual
• Monthly Expenses = R 30000 • Income Sources
• Salaries = R 20500 • Fees = R 19500 (collected from 50
• Stationary = R 1000 children out of 70)
• Food for Children = R 500 • Donations = R 500
• Insurance = R 2500 • Rents = R 10000 (from Churches
• Repair & maintenance = R 1250 paying rent for the Lapeng’s
space on weekends)
• Telephone/Net = R 1100
• Debt = R 1000
• Bank Charges and printing costs = R 2000
• Rent and Electricity are granted and therefore not recorded
10/07/2012 10
11. Monthly income & expenses
- desired
• Monthly Expenses = R 51000 • Income Sources
• Salaries = R 40000 • Fees = R 22000 (collected from 50
• Stationary = R 2000 children out of 70)
• Food for Children = R 2000 • Donations = R 20000
• Insurance = R 2500 • Rents and other sustainable
• Repair & maintenance = R 1250 income = R 12000
• Telephone/Net = R 1100
• Debt = R 1000
• Bank Charges and printing costs = R 1000
• Rent and Electricity are granted and therefore not recorded
10/07/2012 11
12. HR
Recommendations
• Paying all employees salaries on a regular basis (if
stated in the contract)
• Paying salaries stated in the contract, if salaries
change adding relevant documentation
• Ensuring all employees with the Workmen
Compensation Fund
• Increasing the communication among staff:
-> staff meetings, interaction management &
centre, off-work activities, communication box
• Redefining roles and responsibilities of staff
members
02.08.2012 12
13. Organizational Structure
Financial Manager or
Funders and
Advisor/ Executive
Volunteers
Outsourced Head
functions
Assistant Head Teacher
Manager
Senior Cook Gardener
Teacher and &
Junior Security
Teacher Guard
7 Staff members
02.08.2012 13
14. Responsibilities Please findcontracts on Dropbox
employee
a full review of all
Executive Manager
• Evaluating and measuring performance of other staff
members
• Maintaining relations with external stakeholders
• Reporting the urgent and the normal issues to the chair
and the other board members
• Communicating to the staff on behalf of the board
• Paying timely salaries to the staff members
• Evaluating and Monitoring performance of the
organization through a monthly report
• Meeting with the accountant to hand-over all the
invoices and the details for the income and
expenditure for the month.
• Making sure that the taxes are paid timely
02.08.2012 14
15. Responsibilities Please findcontracts on Dropbox
employee
a full review of all
Executive Manager
• Ensuring the compliance formalities
• Forming network with other ECDs and meeting them
to adopt the best practices – twice a year
• Evaluating & Monitoring performance of the organization
through a monthly report
• Meeting with the accountant to hand-over all the
invoices and the details for the income and expenditure
for the month
• Making sure that the taxes are paid timely and updating
with the public officer
• Updating with Public officer – Ensuring the compliance
formalities
• Forming network with other ECDs and meeting them to
adopt the best practices – twice a year 15
16. Responsibilities Please findcontracts on Dropbox
employee
a full review of all
Assistant Manager
• Driving the partnership between Lapeng and other partners
• Finding new funders, donors and volunteers for Lapeng and
• Spending half day every week the school to understand the
working of school and other issues
• Updating Lapeng’s website & Facebook page on a weekly
basis
• Supporting the Executive Manager in financial activities:
recording daily finances – maintaining invoices, bills and doing
excel sheet entry
• Collecting rentals from organization like Churches, which are
renting the school space on weekends
• Taking over the responsibilities of the Executive Manager
whenever necessary
(Communication with stakeholders -> Pitch presentation)
17. Administration
Recommendations
• Clear and complete documentation –
archive present & past
• Assign ownership of ensuring complete
documentation
• Increase in website & Facebook page
maintenance
02.08.2012 17
18. Maintenance
Recommendations
• Focus on urgent repairs concerning safety and
hygiene
-> Repairs like jungle gym, staff toilets, children´s
toilets, school roof, broken windows
• Future Projects:
- partition in centre
- new utensils for kitchen
- other repairs (e.g. office wall)
02.08.2012 18
19. Governance -
The Current Board
• Functional through new registration as an NPO with
CIPC on 26th of January 2012
• Current Board Members:
Mathibedi Nthite (Lapeng), Tiny Malefane (JAG) &
Mabule (Greenhouse Project)
• Reason for Board: register Lapeng as an NPO
o No defined functions or responsibilities
o No meetings on a regular basis
o No internal constitution
02.08.2012 19
20. Recommendations for the
new Board
OBJECTIVE: Having a good and effective NGO Board provides a
basis for successful management of its organization
It is recommendable that the board:
• Sets policies and strategies for the NPO
• Sets operational guidelines, work plans and budget for the NPO
• Makes funding decisions
• Assists the internal workings of the NPO by setting criteria for membership
of, and appointing review panels and/or support groups.
• Establish a framework for monitoring and periodic independent evaluation
of performance & financial accountability of activities supported by the NPO
• Represents the NPO in the larger community including views of the NPO to
stakeholders and other people outside the organization
-> makes the NPO more visible.
21. But before that …
A group of new potential board members will
work as the ‘Lapeng Working Group’ to support
Lapeng getting back into shape
Members:
Isabella Chepape, Nadia Auerbach, Annette Bredenkamp, Cindy
Dibete, Trevor Trope, John Thompson, Jabu Maphalala
Recommendations:
• Helping Lapeng clean up all regulatory issues
-> Understand & Learn
• Designing an internal constitution
• Forming a new, strong board with clear defined
functions & responsibilities
02.08.2012 21
22. b) Reviving & expanding
Lapeng’s network
• Brainstorming
• Creating Invitation & Program
• Identifying & Inviting Lapeng’s Network
• Reaching out to new contacts
• Creating donation list
• Planning, shopping & setting up
August 29th 2012
Lapeng’s 15th Anniversary
Celebration
02.08.2012 22
23. Lapeng’s 15th Anniversary
Celebration
• Speeches by the Lapeng Friends & Partner
Network
• Dance Performances by the Amabhoza Theatre
Group
• Performance by the Lapeng Children
• Face painting & Arts Corner
• Tour of Lapeng
• Tour of Joubert Park with JAG & Greenhouse
02.08.2012 23
24. Next Steps
Post Event Communication
• Update of Facebook page and Lapeng website
• Thank you emails including event review to all attendants
• Special thank you notes to donors
• Event reviews to all invited guests
Use post event communication to intensify and use contacts, e.g.:
- Gerald (Joburg Places) – Potential tours through Joubert Park
- South Point – Potential Volunteers
- MES – Potential Volunteers
- Deloitte – Lapeng Visit
02.08.2012 24
25. Next Steps in the future
Reviving Lapeng:
• Bringing back Lapeng’s Drop & Arts Program on weekends
• Organizing festivals on a regular basis (every six months?)
• Organizing and promoting activities for volunteers
02.08.2012 25
26. Lapeng Ambassador
Program
What is a Lapeng Ambassador?
- External support
- International networking
- Internationalwork with Lapeng Ambassadors?
How to representation
- A growth facilitator on your website & Facebook Page
• Represent them
- An important link in thewho supports you
o Show others Lapeng
network
o Give your Ambassadors recognition
• Communicate what is happening at Lapeng
• Ask for support in promoting Lapeng and its activities
• KEEP IN TOUCH!!!
27. 3) Action Plan
1. Indentify all the non-compliances with regulatory
departments
• Request Lapeng files
• Meet with departments & Lapeng Working Group Member
• Review all annual reports with D’bete Financials
• Communicate with previous Lapeng Management
2. Clean all Financial Reports 2001-2011
• Try to complete missing documentation (2004-2011)
• Request financial reports from former Lapeng management
team (2001-2003)
02.08.2012 27
28. 3) Action Plan
3. Apply to waive SARS penalty fees
4. Make a financial plan to pay SARS fees & penalties
5. Look into further registrations
- Department of Education
- Application for 18 A
6. Form the new Lapeng Board
Meet with the Lapeng Working Group to define
responsible members and deadlines for action items.
02.08.2012 28
29. 3) Action Plan
Advice for Change Management
Positive Attitude
Low Power High Power
Negative Attitude
30. 3) Action Plan
Further Actions
• Promoting Lapeng as an ECD with an edge
• Making Lapeng as a meeting centre for all/majority
of the ECDs in Inner City
• Restarting the Drop-In Arts program
• Organizing Annual cultural festival at Joubert Park-
including theatrical, art, musical activities for kids
• Contacting – Leon, one of the founders who was
running all the above mentioned programs before
2003.
31. In the past 6 weeks we
experienced…
hard work
02.08.2012 31
32. In the past 6 weeks we
experienced…
challenges
02.08.2012 32
33. In the past 6 weeks we
experienced…
good
food
02.08.2012 33
34. In the past 6 weeks we
experienced…
exhaustion
02.08.2012 34
35. In the past 6 weeks we
experienced…
AND
lots of fun
02.08.2012 35
