EVC Conflict of Interest Policy

“Organization” refers to:  Element Volleyball Club 

Definitions 

The following terms have these meanings in this Policy: 

  • Conflict of Interest – Any situation in which a Representative’s decision-making, which should always be in the best interests of Element Volleyball Club, is influenced or could be influenced by personal, family, financial, business, or other private interests. 

  • Non-Pecuniary Interest – Interests involving family relationships, friendships, volunteer roles, or other non-financial connections. 

  • Pecuniary Interest – Interests involving the reasonable likelihood of financial gain or loss for the individual or someone closely associated. 

  • Representatives – Individuals acting on behalf of Element Volleyball Club, including coaches, staff, volunteers, and Directors.

Background 

Individuals who act on behalf of an organization have a duty first to that organization and second to any personal stake they have in the operations of the Organization. Representatives must not put themselves in positions where making a decision on behalf of the Organization is connected to their own personal interests. That would be a conflict of interest situation. 

Purpose 

Element Volleyball Club is committed to reducing and eliminating conflicts of interest by promoting transparency and accountability. This policy outlines how Representatives should conduct themselves when potential conflicts arise and how decisions should be made in such situations. 

Obligations 

Any real or perceived conflict of interest, whether pecuniary or non-pecuniary, between a Representative’s personal interest and the interests of the Organization, shall always be resolved in favour of the Organization. 

Representatives will not: 

  • Engage in any business or transaction, or have a financial or other personal interest, that is incompatible with their official duties with the Organization, unless such business, transaction, or other interest is properly disclosed to the Organization and approved by the Organization 

  • Knowingly place themselves in a position where they are under obligation to any person who might benefit from special consideration or who might seek preferential treatment 

  • In the performance of their official duties, give preferential treatment to family members, friends, colleagues, or organizations in which their family members, friends, or colleagues have an interest, financial or otherwise 

  • Derive personal benefit from information that they have acquired during the course of fulfilling their official duties with the Organization, if such information is confidential or not generally available to the public 

  • Engage in any outside work, activity, or business or professional undertaking that conflicts or appears to conflict with their official duties as a representative of the Organization, or in which they have an advantage or appear to have an advantage on the basis of their association with the Organization 

  • Without the permission of the Organization, use the Organization’s property, equipment, supplies, or services for activities not associated with the performance of their official duties with the Organization 

  • Place themselves in positions where they could, by virtue of being a Representative, influence decisions or contracts from which they could derive any direct or indirect benefit 

  • Accept any gift or favour that could be construed as being given in anticipation of, or in recognition for, any special consideration granted by virtue of being a Representative of the Organization 

Minimizing Conflicts of Interest in Decision-Making 

Decisions or transactions that involve a conflict of interest that has been proactively disclosed by an Element Volleyball Club Representative will be considered and decided with the following additional provisions: 

a) The nature and extent of the Representative’s interest has been fully disclosed to the body that is considering or making the decision, and this disclosure is recorded or noted 

b) The Representative does not participate in discussion on the matter 

c) The Representative abstains from voting on the decision 

d) For board-level decisions, the Representative does not count toward quorum 

e) The decision is confirmed to be in the best interests of Element Volleyball Club 

Conflict of Interest Complaints 

Any person who believes that a Representative may be in a conflict-of-interest situation should report the matter, in writing to Element Volleyball Club’s Directors who will decide appropriate measures to eliminate the conflict. Directors may apply the following actions singly or in combination for real or perceived conflicts of interest: 

a) Removal or temporary suspension of certain responsibilities or decision-making authority 

b) Removal or temporary suspension from a designated position 

c) Removal or temporary suspension from certain teams, events and/or activities 

d) Expulsion from Element Volleyball Club