Conflict of Interest Policy post.title

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Purpose

The purpose of this policy is to protect the interests of the non-profit intentional community and retreat center by preventing the personal interests of board members, community members, employees, and independent contractors from interfering with their duties to the organization and avoiding any unethical financial, professional, or political gain on the part of such individuals. This policy supplements, but does not replace, any applicable federal, state, or local laws regarding conflicts of interest.

Scope

This policy applies to all board members, officers, community members, employees, and independent contractors who can influence the governance and actions of the non-profit intentional community and retreat center. This includes anyone who makes financial decisions, might be referred to as “management personnel,” or has proprietary information regarding the organization.

Duty to Disclose

Each member, director, officer, 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. Disclosures should be made in writing and should include all relevant facts concerning the situation.

Management of Conflicts

When a conflict of interest is disclosed, the board or relevant committee will manage the conflict by:

• Discussing the matter without the interested party present.
• Ensuring that the interested party abstains from voting or involvement in the decision-making process.
• Documenting the discussion and decision in the minutes of the meeting.

Annual Review

The board will devote at least one board meeting per year to discussing potential conflicts of interest and how they would be managed. This helps prepare the board to handle real conflicts with ease.

Confidentiality

All disclosures and discussions regarding conflicts of interest will be kept confidential to protect the privacy of the individuals involved.

Training

The organization will provide regular training sessions to board members and staff to ensure they understand the policy and its implications. Training sessions will cover the ethical considerations involved in managing conflicts of interest, including moral awareness, intent, decision-making, and action.

Documentation

The organization will maintain a central location online where the conflict of interest policy is easily accessible. Board members and other personnel should be able to revisit the policy at any time to remind them of their duty to ethically serve the organization.

Review and Update

The policy will be reviewed annually and updated as necessary to reflect any changes in laws, regulations, or organizational structure.