Conflict of Interest Policy - Revision history

Maxine.myre: /* Confidentiality */

2023-05-29T17:51:49Z

Confidentiality

← Older revision		Revision as of 17:51, 29 May 2023
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	== Confidentiality ==		== Confidentiality ==
	# Each director, officer, employee and volunteer shall exercise care not to disclose confidential information acquired in connection with disclosures of conflicts of interest or potential conflicts, which might be adverse to the interests of Bike Edmonton.		# Each director, officer, employee and volunteer shall exercise care not to disclose confidential information acquired in connection with disclosures of conflicts of interest or potential conflicts, which might be adverse to the interests of Bike Edmonton.
	# Directors, officers, employees and volunteers shall not disclose or use information relating to the business of ~~EBC~~ for their personal profit or advantage or the personal profit or advantage of their Family Member(s).		# Directors, officers, employees and volunteers shall not disclose or use information relating to the business of Bike Edmonton for their personal profit or advantage or the personal profit or advantage of their Family Member(s).

	== Implementation and Monitoring ==		== Implementation and Monitoring ==

Maxine.myre: /* Implementation and Monitoring */

2023-05-29T17:51:29Z

Implementation and Monitoring

← Older revision		Revision as of 17:51, 29 May 2023
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	== Implementation and Monitoring ==		== Implementation and Monitoring ==
	# Each director, officer, employee and key program volunteer shall be provided with and asked to review a copy of this Policy and to acknowledge in writing that he or she has done so		# Each director, officer, employee and key program volunteer shall be provided with and asked to review a copy of this Policy and to acknowledge in writing that he or she has done so
	# Annually each director, officer, employee and key program volunteers shall complete a [http://edmontonbikes.ca/w/images/e/ea/EBC_Conflict_of_Interest_Policy_form.pdf disclosure form] identifying any relationships, positions or circumstances in which s/he is involved that he or she believes could contribute to a Conflict of Interest. Such relationships, positions or circumstances might include service as a director of or consultant to another nonprofit organization, or ownership of a business that might provide goods or services to ~~EBC~~. Any such information regarding the business interests of a director, officer, employee or volunteer, or a Family Member thereof, shall be treated as confidential and shall generally be made available only to the Chair, the Executive Director, and any committee appointed to address Conflicts of Interest, except to the extent additional disclosure is necessary in connection with the implementation of this Policy.		# Annually each director, officer, employee and key program volunteers shall complete a [http://edmontonbikes.ca/w/images/e/ea/EBC_Conflict_of_Interest_Policy_form.pdf disclosure form] identifying any relationships, positions or circumstances in which s/he is involved that he or she believes could contribute to a Conflict of Interest. Such relationships, positions or circumstances might include service as a director of or consultant to another nonprofit organization, or ownership of a business that might provide goods or services to Bike Edmonton. Any such information regarding the business interests of a director, officer, employee or volunteer, or a Family Member thereof, shall be treated as confidential and shall generally be made available only to the Chair, the Executive Director, and any committee appointed to address Conflicts of Interest, except to the extent additional disclosure is necessary in connection with the implementation of this Policy.
	# Regular ~~EBC Volunteers~~ will be provided with the conflict of interest policy during their volunteer orientation but will not be required to complete annual disclosures.		# Regular Bike Edmonton volunteers will be provided with the conflict of interest policy during their volunteer orientation but will not be required to complete annual disclosures.
	# This policy shall be '''reviewed annually''' by each member of the Board of Directors.		# This policy shall be '''reviewed annually''' by each member of the Board of Directors.
	## Any changes to the policy shall be communicated to all staff and volunteers.		## Any changes to the policy shall be communicated to all staff and volunteers.

Maxine.myre: /* Confidentiality */

2023-05-29T17:50:41Z

Confidentiality

← Older revision		Revision as of 17:50, 29 May 2023
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	== Confidentiality ==		== Confidentiality ==
	# Each director, officer, employee and volunteer shall exercise care not to disclose confidential information acquired in connection with disclosures of conflicts of interest or potential conflicts, which might be adverse to the interests of ~~EBC~~.		# Each director, officer, employee and volunteer shall exercise care not to disclose confidential information acquired in connection with disclosures of conflicts of interest or potential conflicts, which might be adverse to the interests of Bike Edmonton.
	# Directors, officers, employees and volunteers shall not disclose or use information relating to the business of EBC for their personal profit or advantage or the personal profit or advantage of their Family Member(s).		# Directors, officers, employees and volunteers shall not disclose or use information relating to the business of EBC for their personal profit or advantage or the personal profit or advantage of their Family Member(s).

Maxine.myre: /* Procedures for Addressing a Conflict of Interest */

2023-05-29T17:50:08Z

Procedures for Addressing a Conflict of Interest

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	# An interested person may make a presentation at the Board or Executive Committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting.		# An interested person may make a presentation at the Board or Executive Committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. Such person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside the meeting.
	# A person who has a Conflict of Interest with respect to a Contract or Transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote.		# A person who has a Conflict of Interest with respect to a Contract or Transaction that will be voted on at a meeting shall not be counted in determining the presence of a quorum for purposes of the vote.
	# The person having a conflict of interest may not vote on the Contract or Transaction and shall not be present in the meeting room when the vote is taken, unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. For purposes of this paragraph, a member of the Board of Directors of ~~EBC~~ has a Conflict of Interest when he or she stands for election as an officer or for re-election as a member of the Board of Directors.		# The person having a conflict of interest may not vote on the Contract or Transaction and shall not be present in the meeting room when the vote is taken, unless the vote is by secret ballot. Such person's ineligibility to vote shall be reflected in the minutes of the meeting. For purposes of this paragraph, a member of the Board of Directors of Bike Edmonton has a Conflict of Interest when he or she stands for election as an officer or for re-election as a member of the Board of Directors.
	# Interested Persons who are not members of the Board of Directors of ~~EBC~~, or who have a Conflict of Interest with respect to a Contract or Transaction that is not the subject of Board or committee action, shall disclose to their supervisor, or the President or President designee any Conflict of Interest that such Interested Person has with respect to a Contract or Transaction. Such disclosure shall be made as soon as the Conflict of Interest is known to the Interested Person. The Interested Person shall refrain from any action that may affect ~~EBC’s~~ participation in such Contract or Transaction.		# Interested Persons who are not members of the Board of Directors of Bike Edmonton, or who have a Conflict of Interest with respect to a Contract or Transaction that is not the subject of Board or committee action, shall disclose to their supervisor, or the President or President designee any Conflict of Interest that such Interested Person has with respect to a Contract or Transaction. Such disclosure shall be made as soon as the Conflict of Interest is known to the Interested Person. The Interested Person shall refrain from any action that may affect Bike Edmonton’s participation in such Contract or Transaction.
	# In the event it is not entirely clear that a Conflict of Interest exists, the individual with the potential conflict shall disclose the circumstances to his or her supervisor or the President or President designee, who shall determine whether full board discussion is warranted or whether there exists a Conflict of Interest that is subject to this policy.		# In the event it is not entirely clear that a Conflict of Interest exists, the individual with the potential conflict shall disclose the circumstances to his or her supervisor or the President or President designee, who shall determine whether full board discussion is warranted or whether there exists a Conflict of Interest that is subject to this policy.

Maxine.myre: /* Gifts, Gratuities and Entertainment */

2023-05-29T17:46:45Z

Gifts, Gratuities and Entertainment

← Older revision		Revision as of 17:46, 29 May 2023
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	== Gifts, Gratuities and Entertainment ==		== Gifts, Gratuities and Entertainment ==
	# Accepting gifts, entertainment or other favors from individuals or entities can result in a conflict or duality of interest when the party providing the gift/entertainment/favor does so under circumstances where it might be inferred that such action was intended to influence or possibly would influence the interested person in the performance of his or her duties. This does not preclude the acceptance of items of nominal or insignificant value or entertainment of nominal or insignificant value which are not related to any particular transaction or activity of ~~EBC~~.		# Accepting gifts, entertainment or other favors from individuals or entities can result in a conflict or duality of interest when the party providing the gift/entertainment/favor does so under circumstances where it might be inferred that such action was intended to influence or possibly would influence the interested person in the performance of his or her duties. This does not preclude the acceptance of items of nominal or insignificant value or entertainment of nominal or insignificant value which are not related to any particular transaction or activity of Bike Edmonton.

	== Procedure to Disclose a Conflict of Interest ==		== Procedure to Disclose a Conflict of Interest ==

Maxine.myre: /* Conflict of Interest */

2023-05-29T17:46:19Z

Conflict of Interest

← Older revision		Revision as of 17:46, 29 May 2023
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	== Conflict of Interest ==		== Conflict of Interest ==
	# In this policy, a person with a conflict of interest is referred to as an “interested person.” For purposes of this policy, the following circumstances shall be deemed to create a Conflict of Interest:		# In this policy, a person with a conflict of interest is referred to as an “interested person.” For purposes of this policy, the following circumstances shall be deemed to create a Conflict of Interest:
	## A director, officer, employee or volunteer, including a board member (or family member of any of the foregoing) is a party to a contract, or involved in a transaction with ~~EBC~~ for goods or services.		## A director, officer, employee or volunteer, including a board member (or family member of any of the foregoing) is a party to a contract, or involved in a transaction with Bike Edmonton for goods or services.
	## A director, officer, employee or volunteer, (or a family member of any of the foregoing) has a material financial interest in a transaction between ~~EBC~~ and an entity in which the director, officer, employee or volunteer, or a family member of the foregoing, is a director, officer, agent, partner, associate, employee, trustee, personal representative, receiver, guardian, custodian, or other legal representative.		## A director, officer, employee or volunteer, (or a family member of any of the foregoing) has a material financial interest in a transaction between Bike Edmonton and an entity in which the director, officer, employee or volunteer, or a family member of the foregoing, is a director, officer, agent, partner, associate, employee, trustee, personal representative, receiver, guardian, custodian, or other legal representative.
	## A director, officer, employee or volunteer, (or a family member of the foregoing) is engaged in some capacity or has a material financial interest in a business or enterprise that competes with ~~EBC~~.		## A director, officer, employee or volunteer, (or a family member of the foregoing) is engaged in some capacity or has a material financial interest in a business or enterprise that competes with Bike Edmonton.
	# Other situations may create the <i>appearance of a conflict</i>, or present a <i>duality of interests</i> in connection with a person who has influence over the activities or finances of the nonprofit. All such circumstances should be disclosed to the board or staff, as appropriate, and a decision made as to what course of action the organization or individuals should take so that the best interests of the nonprofit are not compromised by the personal interests of stakeholders in the nonprofit.		# Other situations may create the <i>appearance of a conflict</i>, or present a <i>duality of interests</i> in connection with a person who has influence over the activities or finances of the nonprofit. All such circumstances should be disclosed to the board or staff, as appropriate, and a decision made as to what course of action the organization or individuals should take so that the best interests of the nonprofit are not compromised by the personal interests of stakeholders in the nonprofit.

Maxine.myre: /* Definitions */

2023-05-29T17:45:29Z

Definitions

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	== Definitions ==		== Definitions ==
	# '''Conflict of Interest''' - see section 3 below.		# '''Conflict of Interest''' - see section 3 below.
	# '''Interested Person''' - any person serving as an officer, employee or member of the Board of Directors of ~~EBC~~ or a major donor to ~~EBC~~ or anyone else who is in a position of control over ~~EBC~~ who has a personal interest that is in conflict with the interests of ~~EBC~~.		# '''Interested Person''' - any person serving as an officer, employee or member of the Board of Directors of Bike Edmonton or a major donor to Bike Edmonton or anyone else who is in a position of control over Bike Edmonton who has a personal interest that is in conflict with the interests of Bike Edmonton.
	# '''Family Member''' - a spouse, parent, child or spouse of a child, brother, sister, or spouse of a brother or sister, of an interested person.		# '''Family Member''' - a spouse, parent, child or spouse of a child, brother, sister, or spouse of a brother or sister, of an interested person.
	# '''Material Financial Interest''' - an entity is a financial interest of any kind, which, in view of all the circumstances, is substantial enough that it would, or reasonably could, affect an Interested Person or Family Member's judgment with respect to transactions to which the entity is a party.		# '''Material Financial Interest''' - an entity is a financial interest of any kind, which, in view of all the circumstances, is substantial enough that it would, or reasonably could, affect an Interested Person or Family Member's judgment with respect to transactions to which the entity is a party.
	# '''Contract or Transaction''' - any agreement or relationship involving the sale or purchase of goods or services, the providing or receipt of a loan or grant, the establishment of any other type of financial relationship, or the exercise of control over another organization. The making of a gift to ~~EBC~~ is not a Contract or Transaction.		# '''Contract or Transaction''' - any agreement or relationship involving the sale or purchase of goods or services, the providing or receipt of a loan or grant, the establishment of any other type of financial relationship, or the exercise of control over another organization. The making of a gift to Bike Edmonton is not a Contract or Transaction.

	== Conflict of Interest ==		== Conflict of Interest ==

Maxine.myre: /* Scope */

2023-05-29T17:44:43Z

Scope

← Older revision		Revision as of 17:44, 29 May 2023
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	== Scope ==		== Scope ==
	# This policy applies to Interested Persons associated with Edmonton ~~Bicycle Commuters’ Society~~ who are:		# This policy applies to Interested Persons associated with Bike Edmonton who are:
	## Employed by ~~EBC~~ in any capacity be it full-time, part-time or under contract		## Employed by Bike Edmonton in any capacity be it full-time, part-time or under contract;
	## Directors and officers of ~~EBC~~		## Directors and officers of Bike Edmonton;
	## Volunteers at any ~~EBC~~ programs, facilities or events		## Volunteers at any Bike Edmonton programs, facilities or events.

	== Definitions ==		== Definitions ==

Maxine.myre: /* Purpose */

2023-05-29T17:44:07Z

Purpose

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	== Purpose ==		== Purpose ==
	# It is in the best interest of Edmonton ~~Bicycle Commuters Society (EBC)~~ to be aware of and properly manage all conflicts of interest and appearances of a conflict of interest. This conflict of interest policy is designed to help directors, officers, employees and volunteers of ~~EBC~~ identify situations that present potential conflicts of interest and to provide ~~EBC~~ with a procedure to appropriately manage conflicts in accordance with legal requirements and the goals of accountability and transparency in ~~EBC’s~~ operations.		# It is in the best interest of Bike Edmonton to be aware of and properly manage all conflicts of interest and appearances of a conflict of interest. This conflict of interest policy is designed to help directors, officers, employees and volunteers of Bike Edmonton identify situations that present potential conflicts of interest and to provide Bike Edmonton with a procedure to appropriately manage conflicts in accordance with legal requirements and the goals of accountability and transparency in Bike Edmonton’s operations.
	# This policy is intended to supplement, but not replace, any applicable provincial and federal laws governing conflicts of interest applicable to nonprofit and charitable organizations.		# This policy is intended to supplement, but not replace, any applicable provincial and federal laws governing conflicts of interest applicable to nonprofit and charitable organizations.

Anna Vesala: /* Implementation and Monitoring */

2015-04-23T22:42:40Z

Implementation and Monitoring

← Older revision		Revision as of 22:42, 23 April 2015
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	== Implementation and Monitoring ==		== Implementation and Monitoring ==
	# Each director, officer, employee and key program volunteer shall be provided with and asked to review a copy of this Policy and to acknowledge in writing that he or she has done so		# Each director, officer, employee and key program volunteer shall be provided with and asked to review a copy of this Policy and to acknowledge in writing that he or she has done so
	# Annually each director, officer, employee and key program volunteers shall complete a [disclosure form] identifying any relationships, positions or circumstances in which s/he is involved that he or she believes could contribute to a Conflict of Interest. Such relationships, positions or circumstances might include service as a director of or consultant to another nonprofit organization, or ownership of a business that might provide goods or services to EBC. Any such information regarding the business interests of a director, officer, employee or volunteer, or a Family Member thereof, shall be treated as confidential and shall generally be made available only to the Chair, the Executive Director, and any committee appointed to address Conflicts of Interest, except to the extent additional disclosure is necessary in connection with the implementation of this Policy.		# Annually each director, officer, employee and key program volunteers shall complete a [http://edmontonbikes.ca/w/images/e/ea/EBC_Conflict_of_Interest_Policy_form.pdf disclosure form] identifying any relationships, positions or circumstances in which s/he is involved that he or she believes could contribute to a Conflict of Interest. Such relationships, positions or circumstances might include service as a director of or consultant to another nonprofit organization, or ownership of a business that might provide goods or services to EBC. Any such information regarding the business interests of a director, officer, employee or volunteer, or a Family Member thereof, shall be treated as confidential and shall generally be made available only to the Chair, the Executive Director, and any committee appointed to address Conflicts of Interest, except to the extent additional disclosure is necessary in connection with the implementation of this Policy.
	# Regular EBC Volunteers will be provided with the conflict of interest policy during their volunteer orientation but will not be required to complete annual disclosures.		# Regular EBC Volunteers will be provided with the conflict of interest policy during their volunteer orientation but will not be required to complete annual disclosures.
	# This policy shall be '''reviewed annually''' by each member of the Board of Directors.		# This policy shall be '''reviewed annually''' by each member of the Board of Directors.