Potential Conflict of Interest Policy

This policy applies to all directors, trustees and committee members of Guitar Circus.

A ‘conflict of interest’ arises when the best interests of an individual director, trustee or committee member are, or could be, different from the best interests of Guitar Circus itself.

The above acknowledge that it is inevitable that conflicts of interest will occur. They are however committed to managing these potential conflicts in order to protect both Guitar Circus and the member from any impropriety or appearance of impropriety.

Statement of Intent

Guitar Circus is committed to ensuring its decisions and decision-making processes are, and are seen to be, free from personal bias and do not unfairly favour any individual connected with the charity.

Policy

It is the policy of Guitar Circus to

• Ensure every director, trustee and member understands what constitutes a conflict of interest and that they have a responsibility to recognise and declare any conflicts that might arise for them.
• Document the conflict and the action(s) taken to ensure that the conflict does not affect the decision making of the organisation.

Procedure

When a director, trustee or member identifies that they have a potential conflict of interest they must:

• Declare it as soon as they become aware of it.
• Ensure it is entered in the conflict of interest register (on-going conflicts), and/or appropriately minuted (one-off conflicts).
• Not take part in any discussions relating to the matter.
• Not take part in any decision making related to the matter.
• Not be counted in the quorum for decision making related to the matter.

In the interests of frank and open discussion, a director, trustee or member affected by a conflict of interest must leave the room while related discussion / decision making is taking place, unless there is good reason for them to stay.

The minutes should state:

• The declared conflict.
• That the member left the room, or the reason they were asked to stay.
• That the member took no part in discussion or decision making on the matter.
• That the meeting was quorate (not counting the affected member).
• Any other actions taken to manage the conflict.

If a member is unsure what to declare, they should err on the side of caution and discuss the matter with the Chair of the Board of Trustees of for confidential guidance.

Policy Details

• Policy prepared by: Nigel Manley
• Approved by Board/committee on: 01/02/2018
• Next review date: 01/02/2020