Conflict-of-Interest Policy

Georgetown Impact Policies

This directive is intended to protect the integrity of the GIVC executive and help Executive members identify and manage conflicts of interest.

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Executive members are expected to act in the best interests of the Club and maintain high standards of honesty, integrity, and ethical conduct.  This policy provides guidance for recognizing, disclosing, and addressing conflicts of interest. 

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Purpose and Application

The purpose of this policy is to:

• Help Executive members recognize situations where their position could provide a personal, financial or other benefit

• Protect the integrity of the Executive and its members

• Ensure individuals are not preventing from serving on the Executive simply because a potential conflict may exist​

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This policy does not apply where:

• The interest is minor and unlikely to influence a decision

• The interest is shared with a large group of members (for example, coaches or team managers)

• The matter involves public or general information​

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Principles

All Executive members must:

• Act honestly and ethically

• Make decisions in the best interests of the Club

• Avoid situations where personal interests could affect their duties

• Disclose any actual, potential, or perceived conflict of interest

If a conflict arises, the interests of the Club must come first.

This policy also applies to employees, contractors, and volunteers who influence Club decisions, finances, or operations.

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Conflict of Interest Rules

1. Definition

A conflict of interest exists when an Executive member’s personal, financial, or other interests could influence, or appear to influence, their decisions or actions on behalf of the Club.

Conflicts may be:

• Actual – a conflict currently exists

• Potential – a conflict could arise in the future

• Perceived – others could reasonably believe a conflict exists

2. Annual Disclosure Requirement

All Executive members must sign a Conflict-of-Interest Policy Acknowledgement when elected and again each year at the start of the indoor season in September.The President will keep all signed Acknowledgements.

Failure to sign the Policy Acknowledgement does not exempt a member from complying with this policy.

3. Meeting Declarations

At the start of each Executive meeting, the President will ask whether anyone has a conflict of interest related to an agenda item.Any declarations must be recorded in the meeting minutes.

Actual Conflict

If a member has an actual conflict of interest:

• They may remain during the discussion unless the Executive decides otherwise

• They must not vote on the matter

• The minutes must note the conflict and that the member did not vote

Potential or Perceived Conflict

If a conflict is potential or perceived:

• The remaining Executive members will decide whether the member may participate in the discussion and vote

• The decision will be recorded in the minutes.

4. Duty to Disclose

Executive members must disclose any actual, potential, or perceived conflict as soon as possible and explain the general nature of the conflict.

If a member is unsure whether a conflict exists:

• The Executive will discuss the issue

• The Executive will decide by majority vote whether a conflict exists

• The member in question will not vote on that decision

5. Conflicts Discovered Later

If a conflict is discovered after a decision has already been made:

• The conflict must be disclosed at the earliest opportunity

• The disclosure must be recorded in the minutes

• The Executive may review the decision and confirm, change, or cancel it if the conflict may have influenced the outcome

6. Concerns About Another Member

If an Executive member believes another member may have a conflict of interest, they should raise the concern with the President.

The Executive will determine by majority vote whether a conflict exists.  The member involved will not vote on the decision.