Conflict of Interest Policy
This policy applies to trustees and all staff.
Trustees have a legal obligation to act in the best interests of We are IVE and in accordance with the governing document. Staff and associate staff also have similar obligations.
Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of IVE. Such conflicts may create problems; they can:
inhibit free discussion;
result in decisions or actions that are not in the interests of IVE; and
risk the impression that IVE 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
Annually we will ask trustees and all staff to declare their interests, and any gifts or hospitality received in connection with their role in IVE. A declaration of interests form is appended to this policy for this purpose, listing the types of interest you should declare. To be effective, the declaration of interests needs to be updated at least annually, and also when any changes occur.
If you are not sure what to declare, or whether/when your declaration needs to be updated, please err on the side of caution. If you would like to discuss this issue, please contact the Chief Executive or Operations Director for confidential guidance.
In addition Senior Management and trustees are required to declare that they are not subject to any automatic disqualifications on the attached form and appendix.
Interests will be recorded on the charity’s register of interests, which will be maintained by the Operations Director.
Data Protection & GDPR
The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that trustees and staff act in the best interests of IVE. The information provided will not be used for any other purpose.
What to do if you face a conflict of interest
If you face a conflict of interest, in whatever form, you should declare your interest at the earliest opportunity and withdraw from any subsequent relevant discussions.
If you fail to declare an interest that is known to the Executive Director and or Chair of the Board then they will declare that interest.
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, with a simple majority required. A quorum must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate. Interested board members may not vote on matters affecting their own interests.
All decisions under a conflict of interest will be recorded by the Operations Director and reported in the minutes of the meeting. The report will record:
the nature and extent of the conflict;
an outline of the discussion;
the actions taken to manage the conflict.
Where a trustee benefits from the decision, this will be reported in the annual report and accounts in accordance with SORP 2000. Independent external moderation will be used where conflicts cannot be resolved through the usual procedures.
If you have a conflict of interest, you must not be involved in managing or monitoring a contract in which you have an interest. Monitoring arrangements for such contracts will include provisions for an independent challenge of bills and invoices, and termination of the contract if the relationship is unsatisfactory.