Conflict of Interest Policy

PURPOSE

Employees of the PHWDG have an obligation to perform their duties and responsibilities in the best interest of the organization. Employees and board members are expected to adhere to the highest standards of personal and professional integrity while protecting the interests of the PHWDG.

The purpose of this policy is to outline the parameters that constitute a conflict of interest for employees and board members of the PHWDG. 

DEFINITION

When a personal or professional concern of an employee or board member affects his/her ability to put the welfare of the PHWDG before themselves, a conflict of interest exists.

SCOPE

This policy applies to all employees and board members working for the PHWDG. The Executive Director and/or Chair of the Board shall be responsible for all final decisions on any potential or actual conflicts of interest.

POLICY

All employees and board members shall make every effort to avoid a conflict of interest or the appearance of a conflict of interest.

All employees and board members must disclose any relationship or circumstance, which may produce a conflict of interest, directly to the Executive Director or Chair of the Board of Directors.

Employees and board members must not disclose or use information relating to the business of the PHWDG for personal profit or advantage or in such a manner that a conflict arises between the interest of the PHWDG and his/her personal interest.  

All PHWDG employees and board members must not use their positions to obtain for themselves, their family members or close associates direct employment with the PHWDG.

In the event of ambiguity or confusion over whether a conflict of interest exists, the individual must disclose the circumstances to the Executive Director or the Chair of the Board, who shall determine whether a conflict of interest is present.

VOTING

Any employee or board member who has a conflict of interest shall declare the conflict prior to the approval of the agenda or at the next available opportunity.

Those who claim a conflict of interest must abstain from voting on motions or amendments on which they have declared the conflict.  Any board member leaving the meeting because of their declared conflict of interest will still be included as present when determining if a quorum has been reached.  The minutes must reflect all declared conflicts of interest.