HESLINGTON SPORTSFIELD MANAGEMENT COMMITTEE
CONFLICT OF INTEREST POLICY
This policy sets out how HESLINGTON SPORTSFIELD MANAGEMENT COMMITTEE [HSMC] will manage conflicts of interest arising from the operation of the Board of Director’s business.
Why we have a policy
The Committee members [Trustees] have ultimate responsibility for all actions carried out by their members, contractors and themselves. The Committee is therefore determined to ensure the organisation inspires confidence and trust among its members, client/guests and suppliers by demonstrating integrity and avoiding any potential or real situations of undue bias or influence in the decision making of the Management Committee.
This conflict of interest policy respects the following principles (which are those promulgated by the Nolan Committee for use in public life):
The Committee understand they have a legal obligation to act in the best interests of the organisation and in accordance with their governing document – Memorandum and Articles
Conflicts of interest may arise where an individual’s personal, or a connected person’s interests and/or loyalties conflict with those of the Management Committee. Such conflicts may create problems such as inhibiting free discussion which could:
Result in decisions or actions that are not in the interests of HSMC and
Risk the impression that the Committee has acted improperly.
The aim of this policy is to protect both the organisation and the individuals involved from any appearance of impropriety.
The Declaration of Interests
Accordingly, we ask all our Committee members to declare any relevant and material interests, and any gifts or hospitality received in connection with their role on the Board.
Interests that may impact on the work of the Committee and should be declared include:
Any directorships of companies likely to be engaged with the business of HSMC
Gifts or hospitality offered to members of the Management Committee by external bodies and whether this was declined or accepted in the last twelve months
Payment to a Committee member and/or their organisation for a service provided to HSMC
Private or personal relationships with a Contractor providing services to HSMC (eg a family member, partner), or
Any other conflicts that are not covered by the above.
A Declaration of Interests form is provided for this purpose. To be clear, it is the potential, rather than the actual benefit from which the conflict of interest arises which requires authority.
To be effective, the declaration of interests needs to be completed prior to appointment, then updated at least annually or when any material changes occur. Should there be any doubt on what to declare, the Board Member should err on the side of caution.
All interest and gifts will be recorded on the Committee’s Register of Interests which will be maintained by the Committee Secretary. This register will be accessible by all members of the Committee and as per the Data Protection Act 1998, for the purposes only to ensure that the Committee are acting in the best interests of HSMC. The information will not be used for any other purpose. Signing the Declaration of Interest form will also signify the Committee Members consent to their data being processed for the purposes set out in this policy.
Managing Conflicts of Interests during Committee meetings
Any trustee who has a financial interest in a matter under discussion, should declare the nature of their interest and withdraw from the room, unless they have a dispensation to speak.
If a trustee has any interest in the matter under discussion, which creates a real danger of bias, that is, the interest affects their, or a member of their family or household, more than the generality affected by the decision should declare the nature of the interest and withdraw from the room, unless they have a dispensation to speak.
If a trustee has any other interest which does not create a real danger of bias, but which might reasonably cause others to think it could influence their decision, they should declare the nature of the interest, but may remain in the room, participate in the discussion, and vote if they wish.
If in any doubt about the application of these rules they should consult with the chair.
Monitoring and Review
The Officers with proper consultation of the Board of Trustees will regularly review the operation of this policy.
Agreed by Heslington Sportsfield Management Committee
Signature – W J McClean