CONFLICT OF INTEREST POLICY

THE VILLAGE HALL, EDINGTON

Article I – Purpose

The purpose of this policy is to protect the interests of The Village Hall by: (a) preventing the personal interest of the Trustees, Committee members and Employees from interfering with their duties to the organisation and (b) avoiding any unethical financial, professional, or political gain on the part of such individuals. The intent of this policy is to supplement, not replace, any applicable laws regarding conflicts of interest.

1. Obligations of the organisation:

• Identify and monitor all Conflicts of Interest which relate to it, as well as any scenario in which it is reasonably foreseeable that any such Conflict of Interest will arise in the future.

• Establish and maintain an up to date record of all Conflicts of Interest which relate to it.

• Take all reasonable steps to ensure no Conflict of Interest which relates to it has an Adverse Effect.

• In any case where a Conflict of Interest nonetheless results in an Adverse Effect, take all reasonable steps to mitigate the Adverse Effect as far as possible and correct it.

• Establish, maintain and comply with a written Conflict of Interest policy.

The Conditions do not impose a general prohibition on an awarding organisation operating when Conflicts of Interest exist. Rather, they require awarding organisations to identify, monitor and manage those Conflicts of Interest with a view to preventing any Adverse Effect that might arise from them, and to minimise any Adverse Effect should one nonetheless occur.

Article II – Persons Concerned

This statement applies to Trustees, Committee Members, and all Employees who can influence the governance and actions of The Village Hall.

Article III – Procedures

1. Duty to Disclose

Each Committee Member, Trustee, Employee, and any other Interested Person is under an obligation to disclose the existence or potential existence of a Conflict of Interest as it arises. An opportunity is given at the start of each official meeting, but is not limited to this and conflicts can be reported at any time.

2. Investigating Conflicts

When a potential Conflict of Interest is disclosed, the Committee will then provide the individual with an opportunity to disclose all material facts. The Committee will collect all pertinent information and question the involved parties. If it turns out that a conflict does not exist no further action will be taken.

3. Addressing a Conflict of Interest

If the Committee determines that a conflict of interest exists, they will take the appropriate actions to address the conflict. This may include (but not be limited to) prohibiting any Interested Parties from voting on being party to discussions on any matter related to said Conflict of Interest. All conflicts will be documented in the minutes of the meetings.

4. Action relating to Non Disclosure

All conflicts of interest will be reviewed on a case-by-case basis. The Committee has full discretion to deem what action is appropriate and necessary.

5. Notice of Annual Statements

Every Committee Member, Trustee and Employee must sign a Conflict of Interest Disclosure Policy upon said individual’s start of term or employment with The Village Hall and must do so annually on review of Policies. Failure to sign does not nullify the policy.

6. Review of Policy

This policy is to be reviewed and updated or amended as required, following any laws on Conflicts of Interest, on an annual basis and acknowledged by all Committee Members, Trustees and Employees.

Article IV – Acknowledgment

By signing, the individual understands what constitutes a Conflict of Interest and understands the procedure for addressing them with The Village Hall, including their duty to disclose any known or potential conflicts of interest.

The signee agrees to abide by the procedures set forth by this policy for the duration of their relationship with The Village Hall, Edington