CONFLICT OF INTEREST POLICY
|Status: Working document as the Trustees have no other document to guide Conflict of Interest situations|
|Approved By Trustees Yes|
|Equality Impact Assessment Completed No|
|Implementation Date May 2020|
|Planned Review Date
|Author Helen Pettman (Secretary of Friends of Evington)|
|Friends of Evington’s Treasurer (2020) is Paul Archdeacon
|Policy Validity Statement
This document will be reviewed one year from its issue date.
VISION: To inspire a healthy community in Evington through bringing environmental and educational projects to life, providing solutions that benefit local people and protect the planet.
TO PROMOTE FOR THE BENEFIT OF THE PUBLIC THE CONSERVATION PROTECTION AND IMPROVEMENT OF THE PHYSICAL AND NATURAL ENVIRONMENT IN THE EVINGTON SUBURB OF LEICESTER AND THE SURROUNDING AREA.
TO PROMOTE FOR THE BENEFIT OF THE INHABITANTS OF EVINGTON AND THE SURROUNDING AREA THE PROVISION OF FACILITIES FOR RECREATION OR OTHER LEISURE TIME OCCUPATION OF INDIVIDUALS WHO HAVE NEED OF SUCH FACILITIES BY REASON OF THEIR YOUTH, AGE, INFIRMITY OR DISABLEMENT, FINANCIAL HARDSHIP OR SOCIAL AND ECONOMIC CIRCUMSTANCES OR FOR THE PUBLIC AT LARGE IN THE INTERESTS OF SOCIAL WELFARE AND WITH THE OBJECT OF IMPROVING THE CONDITION OF LIFE OF THE SAID INHABITANTS.
Service, Projects and Activities:
The Friends of Evington identifies core activities as the management of the Evington Echo and Evington in Bloom and through an Annual Plan will seek to finance these through streams including membership payments, donations, fundraising, grants and loans.
Purpose of the Policy:
The purpose of this policy is to help trustees to be able to identify conflicts of interest and to act appropriately where a conflict of interest does arise.
What is a conflict of Interest?
When a trustee’s loyalty or duty to another person or organisation prevents the trustee from making a decision only in the best interests of the charity.
What our constitution says
The constitution of Friends of Evington states in Section 9 that:
- The property and funds of the Charity must be used only for promoting the Objects and do not belong to the members or the Trustees.
- No Trustee may receive any payment of money or other material benefit whether direct or indirect from the Charity.
The Constitution lists exceptions to the statement 2 above, as trustees are allowed to be reimbursed for out-of-pocket expenses and for liabilities properly incurred in running the Charity.
- A Trustee may not be an employee of the Charity, but a Trustee or connected person may enter into a contract with the Charity to supply goods or services in return for a payment or other material benefit. (This clause requires the trustees to agree with correct procedures that the goods or services are required and other checks, as listed in the constitution.)
- Whenever a Trustee has a personal interest in a matter to be discussed at a meeting of the Trustee or a committee, he or she must declare an interest before the meeting or at the meeting before discussion begins.
He or she must be absent from that part of the meeting unless expressly invited to remain in order to provide information. He or she must not be counted in the quorum for that part of the meeting and be absent during the vote and have no vote on the matter.
Register of Interest
The trustees will keep a written register of interests document with the following headings:
Name of Trustee
Description of interest or loyalty
Does the loyalty affect the trustee or a person connected to the trustee
Is the interest current?
This form should be updated regularly and at least annually.
Identifying conflicts of interest
- Conflict of Loyalty or Duty
Loyalty or duty to another person or organisation could prevent the
Trustee from making a decision only with the best interests of the charity.
- Trustee benefit
Money, goods or services with a monetary value are received by a Trustee directly or indirectly. (Not out of pocket expenses).
(A list of examples can be downloaded from the Charity commissioners website by searching for ‘Conflict of Interest examples for a charity’)
How this policy will be monitored and enforced
This policy will be widely communicated by (1) Essential reading for all trustees and nominated trustees (2) Available to view on our website and
all members informed of the words they need to search for which are Conflicts of Interest – a guide for charity trustees.
This document supports the values in Friends of Evington code of conduct statement and other policies that trustees are obliged to follow.