Conflict of Interest Policy & Disclosure
GiveWise Foundation Canada (“GW” OR “GiveWise”) CONFLICT OF INTEREST POLICY & DISCLOSURE Version: 25 May 2023
POLICY OVERVIEW:
This Conflict of Interest Policy establishes the standards of conduct that employees, volunteers and Board Directors must meet when acting in GiveWise’s best interest. Its purpose is to ensure the continuance of public support and respect necessary for GW to carry out its charitable mandate and maintain its valuable reputation.
GiveWise Foundation Canada recognizes the importance of protecting its integrity while preserving the rights of employees, volunteers, and directors of the Board of Directors (the “Board Directors”) to participate as private citizens with a multiplicity of interests in the life of the community.
This Conflict of Interest Policy establishes the standards of conduct that employees, volunteers and Board Directors must meet when acting in GW’s best interest. Its purpose is to ensure the continuance of public support and respect necessary for GW to carry out its charitable mandate and maintain its valuable reputation.
A Conflict of Interest is any situation where an individual, or an outside organization which he/she represents or has an interest in, (i) has a competing interest with GW’s activities, whether such interest is actual, potential, perceived, direct, indirect, pecuniary or economic, (ii) furthers his, her or its private interests as a result of information received from, or affiliation with, GW, or (iii) impairs the interests of GW.
EMPLOYEES
The relationship between GiveWise and its employees is founded on trust and commitment. It is expected that an employee’s time, labour, skills and attention will be devoted to the business of GW in accordance with employment agreements and GW’s Human Resources policies.
GW’s property, materials and services will be utilized only as authorized by an employment agreement or otherwise agreed and for the sole purpose of furthering GW’s charitable mandate.
For the avoidance of doubt, participation of employees and volunteers in other businesses, organizations or activities that disadvantage GW in any way will constitute a Conflict of Interest. Employees and volunteers must consult with and fully disclose to their supervisor any circumstances that may give rise to a Conflict of Interest, at the earliest opportunity and prior to engaging in any activities that may give rise to it, including without limitation the following:
Having a vested interest in an external business which may provide materials or services to GW
Accepting or soliciting services or materials while making use of the person’s employment or position with GW, for a purpose other than furthering GW’s charitable mandate
Utilizing Society premises, equipment, services or materials for a purpose other than
furthering GW’s charitable mandate
Pursuing private gain over GW’s charitable interests
Employees or volunteers may engage in remunerative employment with another employer, participate in volunteer activity or carry on a business outside their position with GW, without the prior written consent of GW, when:
It does not interfere with the performance of Society duties.
It does not bring GW into disrepute.
There is no related advantage derived from employment with GW.
There is no related representation of GW or its public positions or policies It does not involve the use of Society premises, services, equipment, or materials.
Where an employee or volunteer persists in activities that engage a Conflict of Interest or may disadvantage GiveWise, supervisors, as well as such employee or volunteer, will be responsible for informing the Executive Director of such Conflict of Interest.
If GiveWise concludes upon reasonable grounds that an employee or a volunteer failed to disclose a Conflict of Interest or honour the provisions of this Conflict of Interest Policy, appropriate disciplinary and corrective action may be taken against such employee or volunteer, including without limitation, if the Conflict of Interest is a material one, termination of employment.
Employees and volunteers will confirm in writing that they have received and read this Conflict of Interest Policy before performing any work or services for GW.
BOARD DIRECTORS
Board Directors will disclose to the Board of Directors any circumstances that may give rise to a Conflict of Interest, at the earliest opportunity and prior to engaging in any activities that may give rise to it, including without limitation the following:
Having a vested interest in an external business that may provide materials or services to GW
Being offered and accepting services or materials as a result of their membership on the Board
Making use of their membership on the Board to solicit services or materials for personal gain
Utilizing Society equipment, services or materials to benefit an external business
Pursuing personal gain as a priority over the interests of GW in the context of serving on the Board
If GiveWise has reasonable cause to believe that a Board Member has failed to disclose a Conflict of Interest, the individual shall be informed of the basis for such belief and be afforded an opportunity to explain the alleged failure to disclose.
If GiveWise concludes upon reasonable grounds that a Board Member failed to disclose a Conflict of Interest or honour the provisions of this Conflict of Interest Policy, appropriate disciplinary and corrective action may be taken against such Board Member, including without limitation the exclusion from a discussion or a meeting, the recusal from voting on an issue, or, in the case of a material Conflict of Interest, the removal as a director of the Board of Directors.
If a Board Member has a Conflict of Interest the Board Member may not vote in respect of the issue, and if requested by the Board of Directors may be excluded from a discussion or meeting in respect of the issue.
Board Directors will confirm in writing that they have received and read this Conflict of Interest Policy at the first meeting of the Board of Directors following their election.
CONFLICT OF INTEREST DISCLOSURE
DISCLOSURE # 1
DISCLOSURE # 2
DISCLOSURE # 3
DISCLOSURE # 4
____________________________ __________________________________ ______________
EMPLOYEE / DIRECTOR NAME EMPLOYEE / DIRECTOR SIGNATURE DATE SIGNED
____________________________ __________________________________ ______________
AUTHORIZING OFFICER NAME AUTHORIZING OFFICER SIGNATURE DATE SIGNED
POLICY CONTROL:
Initial Ratification Date:
Current Version: 2023.05.25
Date Policy Approved:
Date for Review:
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