Civora
Guide contents

Department guide

Executive Office & Governance

Board and committees, meetings and resolutions, the risk register, compliance calendar and declarations of interest.

Who uses it: The executive director, board secretary and board membersOpen in Civora

What it is for

Governance runs the board's work: board and committees with members and terms, meetings with agenda, papers, quorum, minutes and numbered resolutions, and an action log that reaches each owner's inbox.

The risk register scores risks before and after controls against the board's risk appetite; the compliance calendar tracks regulator returns, tax and statutory deadlines; and declarations of interest are collected every year. The overview also shows what is waiting in every other department.

Its menu

Each entry in the workspace menu and what you do there. You only see the entries your role allows.

  • Overview

    Meetings coming up, risks above appetite, filings due, declarations outstanding, and what waits in each department.

  • Meetings & resolutionsBoard

    Meetings with agenda, papers, attendance, minutes and resolutions.

  • Board & committeesBoard

    The board and its committees: members, positions, terms and quorum.

  • Action logBoard

    Actions arising from meetings, evaluations and reviews, with owners and dates.

  • Risk registerAssurance

    The risk register and heat map.

  • Compliance calendarAssurance

    Statutory and donor obligations with owners and due dates.

  • Declarations of interestAssurance

    This year's declarations of interest and who is outstanding.

  • Governance settingsSettings

    The board's risk appetite and who must declare interests.

Setting it up

1Record the board

  1. In Board & committees, add the board and its committees, their members (staff or external), positions, terms and quorum.

2Set the risk appetite and the compliance calendar

  1. Set the board's risk appetite in Governance settings.
  2. Add your recurring obligations (PBO returns, KRA, data protection registration, licences) in the Compliance calendar.

How to

Hold a board meeting

  1. Choose New → Meeting, set the agenda and attach the papers.
  2. Record attendance; decisions cannot be recorded without a quorum.
  3. Record resolutions with votes and the actions arising (each reaches its owner's inbox), then approve the minutes, which locks them.

Prepare the board deck from Presentations, linked to the meeting and its agenda.

Review a risk

The risk owner

  1. Reviews come due every 30–90 days depending on the score and appear in the owner's inbox.
  2. Re-score likelihood and impact after controls and update the mitigation actions.

File a statutory return

  1. Open the obligation in the Compliance calendar.
  2. Record the filing with its acknowledgement number; a recurring obligation rolls forward to the next due date.

Rules Civora enforces

Controls built into the system, so good practice does not depend on memory.

  • Decisions cannot be recorded without a quorum.
  • Approved minutes are locked.
  • A filing needs its acknowledgement number.
  • Risks above the board's appetite are flagged to the executive.

How it connects

Procurement & LogisticsDeclarations flag conflicted members of evaluation committees.Human ResourcesRecording the monthly statutory remittance marks the PAYE/NSSF/SHIF/housing levy obligation filed.PresentationsBoard decks are prepared from a scheduled meeting.

Last checked against Civora on 30 Oct 2026.