Trustees at the Communities Welfare Network have a legal obligation to act in the best interests of Communities Welfare Network and in accordance with the governing document of the organization to avoid situations where there may be a potential conflict of interest.
Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of Communities Welfare Network
Such conflicts may create problems; such as :
- discourage free discussion;
- result in decisions or actions that are not in the interests of Communities Welfare Network, and risk the impression that Communities Welfare Network 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
We ask trustees to declare their interests, and any gifts or hospitality received in connection with their role in Communities Welfare Network. A declaration of interest form is provided for this purpose (see appendix A).
The declaration of interests will be updated at least every two years and also when any changes occur.
The following types of interest should be declared:
- Any personal/family relationships with paid staff and volunteers or possible recruitment of any personal or family member.
- Any gifts or hospitality received
- A trustee renting property or lending money to the charity
- Any relationships with other groups that will affect their role as trustee – if a trustee is a member of another organisation this needs to be declared as there may be a conflict. Particularly if both organisations work in the same geographical area or have the same client / user groups.
- You are a councilor, employee or board member of an organisation that Communities Welfare Network may approach for funding or who is currently providing funding for Communities Welfare Network
- A trustee learns of an opportunity at a board meeting which the charity may or may not wish to exploit but which he / she wishes to take advantage of themselves or on behalf of another group.
Data Protection
The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act. Data will be processed only to ensure that trustees act in the best interests of Communities Welfare Network. The information provided will not be used for any other purpose.
What to do if you face a Conflict of Interest
If there is a situation which will be a long term conflict, this should be discussed with other trustees (in particular the chair) at the earliest convenience and a decision made on how to proceed.
At the beginning of all meetings the trustee should declare immediately if there is an item on the agenda where they may be a conflict of interest.
Disclosure in Accounts
Any income or benefits a trustee receives from Communities Welfare Network in the course of an accounting year must be disclosed.
Where a member of Communities Welfare Network staff is connected to a party involved in the supply of a service or product to the charity, this information should also be fully disclosed in the annual report and accounts.
Decisions taken where a Trustee or Member of Staff has an Interest
In the event of the board having to decide upon a question in which a trustee or member of staff has an interest, all decisions will be made by vote, in line with the organisations constitution.
Recording Disclosure of Interest
All decision, including the declared conflict and the outcome should be reported in the minutes of the board.
Reviewed on: 25/09/2022
Interest record form
I, ——————————————————- have set out below my interest in accordance with
the Trust’s Conflict of Interest Policy.
Category | Please give details of the interest and whether it applies to you or where appropriate a connected person. |
Current employment and any previous employment in which the Trustee continues to have a financial interest
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Appointments (voluntary or otherwise) e.g.: trusteeships, directorships, local authority, membership, tribunals etc
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Membership of any professional bodies, special interest groups or mutual support organisations
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Investment in companies, partnerships and other forms of business major shareholdings, beneficial interest where these are felt to constitute a potential conflict of interests.
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Any contractual relationship with Communities Welfare Network
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Ownership of any property that could create a conflict of interest
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Gifts or hospitality offered by external bodies and whether this was declined or accepted in the last twelve months
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Any other conflicts that are not covered above where there could be perceived to be conflicts of interest
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Any other people, organizations, companies or institutions with whom you are connected whom you have not already referred to on this form
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To the best of my knowledge, the above information is complete & correct. I undertake to update on an annual basis. I give my consent for it to be used for the purposes described in the conflicts of interest policy and for no other purpose.
Name: ___________________________________________
Signed: ___________________________________________
Position in ________________________________________
Date : ________________________