Conflict of Interest Policy: Difference between revisions

# '''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.

# '''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.

## 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, (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 the foregoing) is engaged in some capacity or has a material financial interest in a business or enterprise that competes with 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 EBC.

# 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.

# 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.

# 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.  

# 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).

# 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.