Arneway Housing Co-op CONFLICT OF INTEREST POLICY

Arneway Housing Co-op CONFLICT OF INTEREST POLICY

This policy applies to all Executive personnel and Management Committee and Board members.

1. Why We Have a Policy

The Board of Management have the ultimate responsibility for all actions carried out by staff and committees throughout Arneway Housing Co-op’s activities. They are legally obligated to act in the best interests of all its members and in accordance with the Constitution of the Co-op.

Conflicts of interest may arise when an individual’s personal or family interests and/or loyalties conflict with those of Arneway Housing, potentially inhibiting free discussion, resulting in decisions or actions not in Co-op’s best interests, and risking the impression of impropriety. The purpose of this policy is to protect both Board Members and its from any appearance of impropriety.

2. Declaration of Interests

We require [Board members] to declare their interests, gifts, or hospitality received in connection with their role in Arneway Housing Board of Management. A declaration of Interests form is provided for this purpose, and it needs to be updated at least annually and when any changes occur.

The register of interests will be maintained by the Secretary and will be accessible by [Board members] and the Secretary.

3. Recording Decisions

Decisions taken when a [Management] [Committee member and/or [Board member] has an interest will be made by vote, with a simple majority required. A quorum must be present, with interested parties not counted when determining quorum. Interested members may not vote on matters affecting their own interests. All decisions under conflict of interest will be recorded and reported in meeting minutes.

The report will include:

• The nature and extent of the conflict
• An outline of the discussion
• Actions taken to manage the conflict

Independent external moderation will be employed when conflicts cannot be resolved through standard procedures.

4. Data Protection

Information provided will be processed in accordance with data protection principles. Data will be processed only to ensure that Management] [Committee and Board] members act in the best interests of Arneway Housing Co-op and will not be used for any other purpose.

5. What to Do if You Face a Conflict of Interest

All conflicts of interest, whether actual or potential, should be declared promptly:

• Committee members and Board members with financial interests should declare and withdraw from the room, unless they have dispensation to speak.
• Management Committee members and Board members with other interests creating a real danger of bias should declare and withdraw, unless they have dispensation to speak.
• Management Committee members and Board members with interests reasonably causing others to think it could influence their decision should declare but may remain in the room, participate, and vote.

In case of doubt, Management Committee members and Board members should consult with the Chairperson.

Failure to declare known interests may lead to the Chairperson declaring them. Management] Committee members and [Board members interests are recommended to be listed in a register.

6. Sample Register of Interests

Name of Board Member	Description of Interest	Does the Interest Relate to the Board Member or a Closely Connected Person?	Is the Interest Current?
Mr James Smyth	Owner of consultancy firm	Spouse of board member	Current
Ms Jane Rowan	Board member of a development group	Board member	Former committee member, retired in February 2004
Mr Roland Brown	Owner of events management company	Spouse of board member	Current

7. Template Declaration of Interests

Category

Please give details of the interest and whether it applies to yourself or, where appropriate, a member of your immediate family, connected persons, or some other close personal connection.

Current Employment and Any Previous Employment in Which You Have a Financial Interest

Appointments (Voluntary or Otherwise)

Membership of Any Professional Bodies, Special Interest Groups, or Mutual Support Organizations

Investments in Unlisted Companies, Partnerships, and Other Forms of Business

Gifts or Hospitality Offered to You by External Bodies

Do You know any other Member of the Co-op in a personal relationship which may affect your decisions while a Member of the Management Committee and Board Member or while attend any other Committee such as Allocations Committee or any other Committee of Arneway Housing Co-op.

Any Contractual Relationship with the Charity [or Its Subsidiary]

Any Other Conflicts of Interest Not Covered by the Above To the best of my knowledge, the above information is correct and complete. I undertake to advise the Secretary of Arneway Housing if any of the above information should change or if I become interested in any way that creates a potential conflict of interest with my position as a Committee member and Board member, or employee of Arneway Housing Co-op. I agree to review and update this declaration annually. I give my consent for this information to be used for the purposes described in the charity’s conflicts of interest policy and for no other purpose.