I. This conflict of interest policy is designed to help directors, officers, employees and volunteers of the Canadian Club (the Club) identify situations that present potential conflicts of interest and to provide the Club with a procedure to appropriately manage conflicts in accordance with legal requirements and the goals of accountability and transparency in Club operations.
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:
Other situations may create the appearance of a conflict, or present a duality of interests in connection with a person who has influence over the activities or finances of the Club. 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 Club are not compromised by the personal interests of stakeholders in the Club.
Gifts, Gratuities and Entertainment. Accepting gifts, entertainment or other favors from individuals or entities can also 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 the Club.
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 the President’s designee, who shall determine whether full board discussion is warranted or whether there exists a Conflict of Interest that is subject to this policy. +=
Each director, officer, employee and 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. 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
Violations of this Policy by a director or officer, may constitute grounds for dismissal at the discretion of the Board, particularly if the director or officer has failed to disclose relevant information in a timely manner. Violations of this Policy by an employee or volunteer may constitute grounds for dismissal at the discretion of the ED upon the advice of the Board. Disclosure should be made at the earliest date possible, preferably in writing.
The Conflict of Interest Policy will be reviewed at least every three years, by the Governance Committee. Recommended changes will be approved by the Board of Directors.