Conflicts of Interest

Conflicts of Interest Policy

ROYALS Youth Centre

Charity Registration No. 1036854

This policy applies to the trustees and all staff

Trustees have an obligation to act in the best interests of the governing body, and in accordance with the governing document. Conflicts of interests may arise where an individual’s personal or family interests and/or loyalties conflict with those of the governing body.

Such conflicts may create problems; they can:

Inhibit free discussion;

Result in decisions or actions that are not in the interests of the governing body

Risk the impression that the governing body has acted improperly.

The aim of this policy is to protect both the organisation and the individuals involved from any appearance of impropriety.

The declaration of interests

Accordingly, we are asking board members and all members of staff to declare their interests, and any gifts or hospitality received in connection with their role in the governing body.

To be effective, the declaration of interested needs to be updated at least annually and also when any changes occur.

Data Protection

The information provided will be processed in accordance with data protection principles as set out in the Data Protection Act 1998. Data will be processed only to ensure that board members and all staff act in the best interests. The information provided will not be used for any other purposes.

What to do if you face a conflict of interest

If you are a user of the governing body’s services, or the carer of someone who uses the governing body’s services, you should not be involved in decisions that directly affect the service the you, or the person you care for, receive(s). You should declare your interest at the earliest opportunity and withdraw from any subsequent discussion. The same applies if you face a conflict for any other reason. You may, however, participate in discussions from which you may indirectly benefit, for example where the benefits are universal to all users, or where you benefit is minimal.

If you fail to declare an interest that is known to the governing body secretary and/or the chairman of the board, the secretary or chairman will declare that interest.

Decisions taken where a board member or member of staff has an interest

In the event of the board having to decide upon a questing in which a board member of member of staff has an interest, all decisions will be made by vote, with a simple majority required. A quorum must be present for the discussion and decision; interested parties will not be counted when deciding whether the meeting is quorate.

Interested board members may not vote on matters affecting their own interests. They must absent themselves from the discussion.

All decisions under a conflict of interest will be recorded by the trustees and reported in the minutes of the meeting. The report will record:

The nature and extent of the conflict;

An outline of the discussion;

The actions taken to manage the conflict

Managing contracts

If you have a conflict of interest, you must not be involved in managing or monitoring a contact in which you have an interest. Monitoring arrangements for such contacts will include provisions for an independent challenge of bills and invoices, and termination of the contract if the relationship is unsatisfactory.