Conflict of Interest Policy
Article I
Purpose
The purpose of the conflict of interest policy is to protect this tax-exempt organization's (Organization) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Article II
Definitions
1. Interested Person
Any director, principal officer, or member
of a committee with governing board delegated
powers, who has a direct or indirect financial
interest, as defined below, is an interested
person.
2. Financial Interest
A person has a financial interest if the
person has, directly or indirectly, through
business, investment, or family:
a. An ownership or investment interest in
any entity with which the Organization has
a transaction or arrangement,
b. A compensation arrangement with the Organization
or with any entity or individual with which
the
Organization has a transaction or arrangement,
or
c. A potential ownership or investment interest
in, or compensation arrangement with, any
entity or
individual with which the Organization is
negotiating a transaction or arrangement.
Compensation includes direct and indirect
remuneration as well as gifts or favors that
are not insubstantial.
A financial interest is not necessarily a
conflict of interest. Under Article III,
Section 2, a person who has a financial interest
may have a conflict of interest only if the
appropriate governing board or committee
decides that a conflict of interest exists.
Article III
Procedures
1. Duty to Disclose
In connection with any actual or possible
conflict of interest, an interested person
must disclose the existence of the financial
interest and be given the opportunity to
disclose all material facts to the directors
and members of committees with governing
board delegated powers considering the proposed
transaction or arrangement.
2. Determining Whether a Conflict of Interest
Exists
After disclosure of the financial interest
and all material facts, and after any discussion
with the interested person, he/she shall
leave the governing board or committee meeting
while the determination of a conflict of
interest is discussed and voted upon. The
remaining board or committee members shall
decide if a conflict of interest exists.
3. Procedures for Addressing the Conflict
of Interest
a. An interested person may submit a written
presentation to the governing board to be
addressed at the next meeting of the board
or committee.
b. The chairperson of the governing board
or committee shall, if appropriate, appoint
a
disinterested person or committee to investigate
alternatives to the proposed transaction
or arrangement.
c. After exercising due diligence, the governing
board or committee shall determine whether
the
Organization can obtain with reasonable efforts
a more advantageous transaction or
arrangement from a person or entity that
would not give rise to a conflict of interest.
d. If a more advantageous transaction or
arrangement is not reasonably possible under
circumstances not producing a conflict of
interest,
the governing board or committee shall determine
by a majority vote of the disinterested directors
whether the transaction or arrangement
is in the Organization's best interest, for
its own benefit, and whether it is fair and
reasonable. In conformity with the above
determination it
shall make its decision as to whether to
enter into the transaction or arrangement.
4. Violations of the Conflicts of Interest Policy
a. If the governing board or committee has
reasonable cause to believe a member has
failed to disclose actual or possible
conflicts of interest, it shall inform the
member of the basis for such belief and afford
the member an opportunity to explain the
alleged failure to disclose.
b. If, after hearing the member's response
and after making further investigation as
warranted by the circumstances, the governing
board or committee
determines the member has failed to disclose
an actual or possible conflict of interest,
it shall take appropriate disciplinary and
corrective action.
Article IV
Records of Proceedings
The recorded minutes of the governing board
and all committees with board delegated powers
shall contain:
a. The names of the persons who disclosed
or otherwise were found to have a financial
interest in connection with an actual or
possible conflict of interest, the nature
of the financial interest, any action taken
to determine whether a conflict of interest
was present,
and the governing board's or committee's
decision as to whether a conflict of interest
in fact existed.
b. The names of the persons who were present
for discussions and votes relating to the
transaction or arrangement, the content of
the discussion,
including any alternatives to the proposed
transaction or arrangement, and a record
of any votes taken in connection with the
proceedings.
Article V
Compensation
a. A voting member of the governing board
who receives compensation, directly or indirectly,
from the Organization for services is
precluded from voting on matters pertaining
to that member's compensation.
b. A voting member of any committee whose
jurisdiction includes compensation matters
and who receives compensation, directly or
indirectly,
from the Organization for services is precluded
from voting on matters pertaining to that
member's compensation.
c. No voting member of the governing board
or any committee whose jurisdiction includes
compensation matters and who receives compensation,
directly or indirectly, from the Organization,
either individually or collectively, is prohibited
from providing information to any committee
regarding compensation.
Article VI
Annual Statements
Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person:
a. Has received a copy of the conflicts of
interest policy,
b. Has read and understands the policy,
c. Has agreed to comply with the policy,
and
d. Understands the Organization is charitable
and in order to maintain its federal tax
exemption it must engage primarily in activities
which accomplish one or more of its tax-exempt
purposes.
Article VII
Periodic Reviews
To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and
benefits are reasonable,
based on competent survey information, and
the result of arm's length bargaining.
b. Whether partnerships, joint ventures,
and arrangements with management organizations
conform to the
Organization's written policies, are properly
recorded, reflect reasonable investment or
payments for goods and services,
further charitable purposes and do not result
in inurement, impermissible private benefit
or in an excess benefit transaction.