Conflict of interest policy

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Latest revision as of 16:15, 16 February 2011

Interlock Rochester Conflict of Interest Policy

Section 1: Purpose

Interlock Rochester, Inc. is a non-profit, tax-exempt organization. Maintenance of its tax-exempt status is important both for its continued financial stability and for public support. Therefore, the operations of Interlock Rochester, Inc. are subject to scrutiny by and accountable to governmental authorities as well as to members of the public.

Consequently, there exists between Interlock Rochester, Inc. and its board, officers, and members, and the public a fiduciary duty, which carries with it a broad and unbending duty of loyalty and fidelity. The board, officers, and members have the responsibility of administering the affairs of Interlock Rochester, Inc. honestly and prudently, and of exercising their best care, skill, and judgment for the sole benefit of Interlock Rochester, Inc. Those persons shall exercise the utmost good faith in all transactions involved in their duties, and they shall not use their positions with Interlock Rochester, Inc. or knowledge gained therefrom for their personal benefit. The interests of the organization must be the first priority in all decisions and actions.

Section 2: Persons Concerned

This statement is directed not only to directors and officers, but to all members who can influence the actions of Interlock Rochester, Inc.. For example, this would include all who make purchasing decisions, all voting members, and anyone who has proprietary information concerning Interlock Rochester, Inc.

Section 3: Areas In Which Conflict May Arise

Conflicts of interest may arise in the relations of directors, officers, and members with any of the following third parties:

Persons and firms supplying goods and services to Interlock Rochester, Inc.
Persons and firms from whom Interlock Rochester, Inc. leases property and equipment.
Persons and firms with whom Interlock Rochester, Inc. is dealing or planning to deal in connection with the gift, purchase or sale of real estate, securities, or other property.
Competing or affinity organizations.
Donors and others supporting Interlock Rochester, Inc.
Agencies, organizations. and associations which affect the operations of Interlock Rochester, Inc.
Family members, friends, and other members.

Section 4: Nature of Conflicting Interest

A conflicting interest may be defined as an interest, direct or indirect, with any persons or firms mentioned in Section 3. Such an interest might arise through:

Owning stock or holding debt or other proprietary interests in any third party dealing with Interlock Rochester, Inc..
Holding office, serving on the board, participating in management, or being otherwise employed (or formerly employed) with any third party dealing with Interlock Rochester, Inc..
Receiving remuneration for services with respect to individual transactions involving Interlock Rochester, Inc..
Using Interlock Rochester, Inc.’s time, personnel, equipment, supplies, or good will for other than Interlock Rochester, Inc.-approved activities, programs, and purposes.
Receiving personal gifts or loans from third parties dealing or competing with Interlock Rochester, Inc. Receipt of any gift is disapproved except gifts of a value less than $50, which could not be refused without discourtesy. No personal gift of money should ever be accepted.

Section 5: Interpretation of This Statement of Policy

The areas of conflicting interest listed in Section 3, and the relations in those areas which may give rise to conflict, as listed in Section 4, are not exhaustive. Conflicts might arise in other areas or through other relations. It is assumed that the directors, officers, and members will recognize such areas and relation by analogy. The fact that one of the interests described in Section 4 exists does not necessarily mean that a conflict exists, or that the conflict, if it exists, is material enough to be of practical importance, or if material, that upon full disclosure of all relevant facts and circumstances it is necessarily adverse to the interests of Interlock Rochester, Inc. However, it is the policy of the board that the existence of any of the interests described in Section 4 shall be disclosed before any transaction is consummated. It shall be the continuing responsibility of the board, officers, and members to scrutinize their transactions and outside business interests and relationships for potential conflicts and to immediately make such disclosures.

Section 6: Disclosure Policy and Procedure

Transactions with parties with whom a conflicting interest exists may be undertaken only if all of the following are observed:

The conflicting interest is fully disclosed;
The person with the conflict of interest is excluded from the discussion and approval of such transaction;
A competitive bid or comparable valuation exists; and
The board or a duly constituted committee thereof has determined that the transaction is in the best interest of the organization.

Disclosure in the organization should be made to the President (or if she or he is the one with the conflict, then to the board chair), who shall bring the matter to the attention of the board or a duly constituted committee thereof. Disclosure involving directors should be made to the board chair, (or if she or he is the one with the conflict, then to the board vice-chair) who shall bring these matters to the board or a duly constituted committee thereof. The board or a duly constituted committee thereof shall determine whether a conflict exists and in the case of an existing conflict, whether the contemplated transaction may be authorized as just, fair, and reasonable to Interlock Rochester, Inc. The decision of the board or a duly constituted committee thereof on these matters will rest in their sole discretion, and their concern must be the welfare of Interlock Rochester, Inc. and the advancement of its purpose.

Interlock Rochester Conflict of Interest Disclosure Statement

Preliminary note: In order to be more comprehensive, this statement of disclosure/questionnaire also requires you to provide information with respect to certain parties that are related to you. These persons are termed “affiliated persons” and include the following:

your spouse, domestic partner, child, mother, father, brother or sister;
any corporation or organization of which you are a board member, an officer, a partner, participate in management or are employed by, or are, directly or indirectly, a debt holder or the beneficial owner of any class of equity securities; and
any trust or other estate in which you have a substantial beneficial interest or as to which you serve as a trustee or in a similar capacity.

Name:
Capacity: board of directors, executive committee, officer, committee member, staff
Have you or any of your affiliated persons provided services or property to Interlock Rochester, Inc. in the past year? If yes, please describe the nature of the services or property and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person
Have you or any of your affiliated persons purchased services or property from Interlock Rochester, Inc. in the past year? If yes, please describe the purchased services or property and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person.
Please indicate whether you or any of your affiliated persons had any direct or indirect interest in any business transaction(s) in the past year to which Interlock Rochester, Inc. was or is a party? If yes, describe the transaction(s) and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person.
Were you or any of your affiliated persons indebted to pay money to Interlock Rochester, Inc. at any time in the past year (other than travel advances or the like)? If yes, please describe the indebtedness and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person.
In the past year, did you or any of your affiliated persons receive, or become entitled to receive, directly or indirectly, any personal benefits from Interlock Rochester, Inc. or as a result of your relationship with Interlock Rochester, Inc., that in the aggregate could be valued in excess of $1,000, that were not or will not be compensation directly related to your duties to Interlock Rochester, Inc.? If yes, please describe the benefit(s) and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person.
Are you or any of your affiliated persons a party to or have an interest in any pending legal proceedings involving Interlock Rochester, Inc.? If yes, please describe the proceeding(s) and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person.
Are you aware of any other events, transactions, arrangements or other situations that have occurred or may occur in the future that you believe should be examined by Interlock Rochester Inc.’s board or a duly constituted committee thereof in accordance with the terms and intent of Interlock Rochester Inc.’s conflict of interest policy? If yes, please describe the situation(s) and if an affiliated person is involved, the identity of the affiliated person and your relationship with that person.

I HERBY CONFIRM that I have read and understand Interlock Rochester Inc.’s conflict of interest policy and that my responses to the above questions are complete and correct to the best of my information and belief. I agree that if I become aware of any information that might indicate that this disclosure is inaccurate or that I have not complied with this policy, I will notify the President immediately. ___________________________________ __________________

Signature Date

Interlock Rochester Gift Policy and Disclosure Form

As part of its conflict of interest policy, Interlock Rochester, Inc. requires that directors, officers and employees decline to accept certain gifts, consideration or remuneration from individuals or companies that seek to do business with Interlock Rochester, Inc. or are a competitor of it. This policy and disclosure form is intended to implement that prohibition on gifts.

Section 1

“Responsible Person” is any person serving as an officer, employee or a member of the board of directors of Interlock Rochester, Inc.

Section 2

“Family Member” is a spouse, domestic partner, parent, child or spouse of a child, or a brother, sister, or spouse of a brother or sister, of a Responsible Person.

Section 3

“Contract or Transaction” is any agreement or relationship involving the sale or purchase of goods, services or rights of any kind, receipt of a loan or grant, or the establishment of any other pecuniary relationship. The making of a gift to Interlock Rochester, Inc. is not a “contract” or “transaction.”

Section 4

Prohibited gifts, gratuities and entertainment. Except as approved by the Chairman of the Board or his designee or for gifts of a value less than $50 which could not be refused without discourtesy, no Responsible Person or Family Member shall accept gifts, entertainment or other favors from any person or entity which:

Does or seeks to do business with Interlock Rochester, Inc. or,
Does or seeks to compete with Interlock Rochester, Inc. or,
Has received, is receiving, or is seeking to receive a Contract or Transaction with Interlock Rochester, Inc.

Gift Statement

I certify that I have read the above policy concerning gifts, and I agree that I will not accept gifts, entertainment or other favors from any individual or entity, which would be prohibited by the above policy. Following my initial statement, I agree to provide a signed statement at the end of each calendar year certifying that I have not received any such gifts, entertainment or other favors during the preceding year. _______________ ___________________ Signature Date